Sample Emails for Requesting Eagle Scout and Scouting Project Donations
Every successful Scouting project begins with a clear idea and the willingness to see it through. But often, the most impactful plans require outside support. Whether your troop is building something, restoring something, or organizing an event, you’ll need to gather supplies, tools, and sometimes funding. That means asking for help… and doing it in a way that gets you the big “YES!” when requesting donations.
Writing donation request emails is a practical skill that many Scouts use during their project. And in this article, you’ll learn it’s all about explaining your project clearly, showing why it matters, and giving people an easy way to say yes. A few well-written messages can lead to real support, and stronger relationships with your community.
This guide will walk you through the steps of preparing and sending donation requests for and troop or Eagle Scout service project. You’ll learn what to include in your donation request, how to stay within BSA fundraising guidelines, and how to follow up once someone contributes. You’ll also find templates and examples that you can adjust based on your own project! However, to skip directly to the sample emails, click here!
Donation requests are an essential part of the Eagle Scout Service Project — they turn impressive project plans into real, lasting outcomes for communities. Successfully requesting donations not only shows resourcefulness, it builds leadership, communication, and organizational skills that last a lifetime.
Why Donation Requests Matter in Scouting Projects
Every Eagle Scout project requires some level of resources, whether it’s materials, services, or funds. According to the official BSA Guide to Advancement, “Donations of any money, materials, or services must be preapproved by Scouting America unless provided by your organization; by the Scout or the Scout’s parents or guardian.” (Navigating the Eagle Scout Service Project). Most projects rely heavily on donations to meet their goals. Making donation requests gives Scouts the chance to engage with their community, advocate for their mission, and demonstrate initiative.
The Power of Communication: Email & Print in Fundraising
Communication is key in any successful fundraising effort — and Scouts have more options than ever. Email and print fundraising both play critical roles. For nonprofit supporters:
33% say email inspires them most to give
19% of donors prefer print communications for donation requests
48% are more likely to give regularly with ongoing email engagement
This means Scouts should consider both options when reaching out to local businesses, organizations, and neighbors. Email campaigns allow for quick updates, visual storytelling, and regular touch points, while formal printed letters show professionalism and effort. For many donors, receiving a thoughtful, personalized request — whether in their inbox or mailbox — is the spark that gets them involved.
Scouting America Fundraising Policies & Eagle Project Workbook Requirements
Fundraising for an Eagle Scout service project is all about following the rules set by Scouting America and respecting the beneficiary organization. Officially, Scouts are not raising money for Scouting America, but for their project’s beneficiary. All fundraising plans must be documented and preapproved using the Eagle Scout Service Project Workbook and the “Eagle Scout Service Project Fundraising Application.” This ensures:
Projects avoid conflicts of interest or unapproved fundraising techniques
All donors know exactly how funds will be used
The Scout’s fundraising efforts support learning and leadership, not just collecting money
A great example of project fundraising in action can be seen in “Eagle project benefits Collin County foster kids” from NBCDFW:
In this video, you’ll see how one Scout set a clear goal — assembling and donating 75 to 100 backpacks for foster children — and not only reached that target but exceeded it by rallying community support and tracking progress (see 0:28 and 0:54 for project highlights and strategies). Setting a well-defined objective and engaging donors through clear, ongoing updates is a proven strategy for getting lasting support.
Donation requests aren’t just about gathering resources. They are about building relationships, inspiring generosity, and learning key skills that every future leader needs. By carefully planning, communicating clearly, and following all Scouting America rules, every Scout can make a strong impact on their community and take a huge step toward earning Eagle.
Preparing to Request Donations
Reviewing BSA Fundraising Guidelines
Before collecting donations outside of your immediate family, troop, or the project beneficiary, you must complete the official Eagle Scout Service Project Fundraising Application. According to the most current Eagle Scout Service Project Workbook:
“Eagle candidates must have an approved Fundraising Application if requesting donations from individuals, businesses, or other organizations beyond their family, unit, and the beneficiary. Approval must be obtained from the beneficiary, unit leader, unit committee, and local council.”
Steps to complete the Eagle Scout Service Project Fundraising Application:
Fill out the fundraising application form found in the Eagle Scout Service Project Workbook (Section 3, Fundraising Application).
List every prospective donor and what you are requesting from them. Attach this list to your application (source).
Secure signatures from your project beneficiary, your unit leader, and your committee.
Submit the application to your local council for approval before contacting anyone for donations.
Remember, the project is for the benefit of your chosen organization, not for the BSA or your troop (Scouting America Fundraising Policy). Donors must understand funds go directly to the project, not to you or Scouting America.
Identifying Potential Donors
Create a brainstormed list of people or organizations who care about your project’s impact. Most common sources include:
Family and relatives
Friends, neighbors, and scouting contacts
Businesses (especially local shops and companies with a community focus)
Civic or faith-based organizations (Rotary, Lions Club, churches, synagogues, etc.)
To match donor interests, note why your project might appeal to each. For example:
Local hardware stores may support construction projects
Rotary Clubs might favor projects with visible community impact
Family and friends are more likely to give because of personal connections and your growth as a Scout
Gathering Project Details
Before you start reaching out for donations, have your essential project details ready:
A clear description of your project’s purpose, goals, and how it benefits the community
Your project timeline: Start, key milestones, and expected completion date
Itemized budget: List all expenses and what donations will be used for, including specific materials, supplies, and services
Pro tip: Before sending any requests, create a one-page project summary to share with potential donors. This summary should highlight your project’s objective, who benefits, key activities, an estimated timeline, and a breakdown of fundraising needs. A concise, visually organized overview shows professionalism and helps donors clearly understand their potential impact.
By planning carefully and organizing your approach, you set a foundation for successful, rule-abiding fundraising that brings your Eagle project to life and benefits your community.
Crafting Your Donation Request Email
A clear, heartfelt email is a proven way to successfully raise funds for your Eagle Scout project. Here’s how to put every key element to work, plus some tested tips to make your message shine.
Elements of an Effective Email
Personalization: Always address your recipient by name when possible. Mention shared experiences or connections—did this local business sponsor your troop in the past? Maybe a family friend always asks about your Scouting journey? Personal touches make your email stand out from a bulk request. According to Scouting America guides and nonprofit best practices, personalized greetings and references to shared community ties build trust and response rates (GoFundMe and Donorbox).
Storytelling: Begin your message with your motivation—why you chose this project and what it will mean to your community. Quickly explain how the work will be accomplished with your troop or volunteers, and what impact donors will help create. A relatable, specific story is more memorable than broad statements (Pathway to the Rockies PDF).
Clear and Specific Ask: State exactly what you need and how donations will be used. For example, “We are seeking $250 to purchase new benches for Memorial Park. Every dollar will go directly toward materials.” When you are specific about your needs, donors understand the difference their gift will make (ScoutSmarts).
Donation Options: Make it easy to give by offering several ways to contribute—online platforms (like PayPal or GoFundMe), mailed checks, or even in-kind gifts such as tools or materials. Let donors choose what’s easiest for them.
Gratitude and Follow-Up: Thank each donor sincerely, even before they’ve given! Share what the next steps will be (e.g., “I will update you with photos of the completed project”). Always acknowledge their support and share the impact their help will have.
Pro Tip: Always include a suggested donation amount and give examples of what each donation will accomplish. If you need $500 for materials, break it down: “A $25 donation covers one bag of concrete, while $100 funds an entire bench.”
Sample Donation Request Emails
Here are 3 example messages that could be sent, along with a general-purpose template that can be adapted to your needs!
Short Donation Request Email (Friends and Family)
Hi [Name],
I hope you’re doing well!
I’m really excited to be working on my Eagle Scout project, where I’ll be leading a team to build and install new accessibility ramps at the community’s local library. It’s a project that means a lot to me because it will help everyone, especially our elderly neighbors, access the library safely.
We have the volunteers ready, but we need to purchase the materials. Would you consider a donation of $25 to help me buy a section of treated lumber?
You can contribute easily through my project’s GoFundMe page here: [Link to Fundraising Page]
Thank you so much for your support. It truly means the world to me!
Sincerely, [Your Name] Troop [Troop Number]
Medium Donation Request Email (For Neighbors or Community Members)
Dear [Mr./Ms. Last Name],
My name is [Your Name], and I am a Life Scout with Troop [Troop Number]. As a member of our community, you know how important Memorial Park is for local families. That’s why, for my Eagle Scout Service Project, I am leading a team of volunteers to restore the park’s aging picnic area.
Our goal is to build three new, wheelchair-accessible picnic tables and restore the surrounding garden beds to create a more welcoming space for everyone to enjoy. This project will not only beautify the park but also ensure it remains an inclusive place for all our neighbors.
To make this happen, we need to raise $450 to cover the cost of lumber, hardware, and new plants. A contribution of any amount would make a huge difference. For example, a $50 donation would fund an entire new garden bed.
We’ve made it easy to contribute in a few ways:
Online: Visit our secure fundraising page at [Link].
By Mail: Checks can be made payable to “[Beneficiary Organization Name]” and mailed to [Address].
Thank you for considering this request. I am excited about the positive impact this project will have on our community and would be happy to share photos of our progress with you.
Sincerely, [Your Name] Troop [Troop Number]
Long Donation Request Email (For a Local Business or Organization)
Dear [Business Owner’s Name or Organization Contact Person],
My name is [Your Name], and I am a Life Scout with Troop [Troop Number] in [Your Town]. I am writing to you today to propose a community partnership for my Eagle Scout Service Project, which will directly benefit the [Name of Beneficiary, e.g., “Aiea Community Animal Shelter”].
The Project and Its Impact: The Community Animal Shelter provides an invaluable service, yet their outdoor dog-run areas are in urgent need of enrichment to improve the animals’ well-being and increase their chances of adoption. My project will address this by leading a team of volunteers to construct three durable, all-weather agility and enrichment structures for the shelter’s main exercise yard. This project will provide essential physical and mental stimulation for the dogs, making them healthier, happier, and more adoptable.
Project Needs and Budget: To ensure these structures are safe and long-lasting, we need to secure high-quality materials. We have already secured volunteers for the construction, but we are seeking funding and in-kind donations for the following items:
Pressure-Treated Lumber & Decking: $350
Galvanized Steel Hardware and Fasteners: $100
Non-Toxic, Weatherproof Sealant: $75
Total Monetary Need: $525
We would be grateful if [Business Name] would consider making a contribution to help us reach our goal. We are also accepting in-kind donations of materials or supplies. My project fundraising plan has been fully approved by the Scouting America council, and all donations go directly to the project beneficiary.
Community Recognition: In recognition of your support, we would be honored to feature [Business Name] on a permanent thank-you plaque installed at the project site. We will also acknowledge your generous contribution in our troop newsletter and on our social media pages, which are followed by hundreds of local Scouting families.
You can contribute online at [Link to Fundraising Page] or by check payable to “[Beneficiary Organization Name].” Please feel free to contact me at [Your Phone Number] or [Your Email] if you have any questions.
Thank you for your time and for your commitment to our community.
Sincerely, [Your Name] Troop [Troop Number]
Customizing Your Message
Every audience deserves a message that fits their relationship with you. Here’s how to tailor effectively:
• Local businesses and organizations: Use professional language, focus on public benefit, and offer recognition (a thank-you plaque, social media mention, or event signage). Attach or hyperlink your one-page project summary from your Eagle Scout Service Project Workbook, which demonstrates you have a plan and clear objectives.
• Family and friends: Make it personal and share why this project matters to you. Highlight what you’ve learned in Scouting so far and how their help will make the project possible.
• Past supporters: Reference their previous donation or involvement and share your progress (“Thanks to your support last year, my project helped 200 visitors enjoy the community garden. This new project will help even more!”)
In each case, use details from your Service Project Workbook—such as the goal, timeline, and beneficiary organization—to keep your message organized and credible.
For best results, be honest with yourself about what works: focus on action and feedback. If you are not hearing back, adjust your message or follow-up timing. Little changes (inputs) can improve your results (outputs)—just like learning a Scouting skill, it’s about trying, observing, and improving!
Donation Options and Methods
Email vs. Print: Choosing the Right Channel
When requesting donations for your Eagle Scout Service Project, choosing between email and print methods will shape your outreach success. Email campaigns offer instant delivery at a low cost, and most online platforms also provide handy tracking so you know who opened and engaged with your message (Wild Apricot). These are excellent for reaching tech-savvy donors, families, and younger community members, plus you can quickly include hyperlinks to your fundraising page.
Print and mailed outreach—such as handwritten letters or flyers—create a personal feel, leaving a tangible impression in the mailbox. Older donors and local business owners may respond better to physical letters, which often have higher open rates and less competition than crowded inboxes (501c3.org). For highest impact, match your channel to the recipient’s preference, or even ask how they prefer to be contacted.
Providing Multiple Ways to Give
The more flexible your donation options, the more support your project can attract! Secure online giving is popular and convenient, so consider creating a page via trusted platforms like PayPal, GoFundMe, or a troop website donation form (nptechforgood.com). Always verify that your chosen platform allows you to receive donations as an individual or on behalf of your Scouting America unit. When using email, you can easily embed a click-to-donate button for instant giving.
For supporters who prefer offline giving, mailing checks or cash donations to your troop or beneficiary is a classic and reliable approach—just be sure to provide clear instructions and your full project details. Don’t forget about in-kind donations, where local businesses or neighbors might offer materials, equipment, or expert services instead of money. This can be as valuable as cash and often meets specific project needs.
Online platforms make real-time tracking and donor acknowledgment easier
Mailed checks should be tracked carefully and all donations recorded per Scouting guidelines
In-kind giving is especially useful for building materials, tools, printing, or pro skills like landscaping
Donation Options Table
Method
Advantages
Best For
Email
Fast, cost-effective, easy tracking
Younger donors, tech-savvy supporters
Print/Mail
Personal touch, tangible, higher open rates
Older donors, local businesses
In-Person
Builds relationships and trust
Community events, local organizations
Video Walkthrough: Setting Up Your Online Fundraising Page
This video demonstrates step-by-step how to set up a fundraising page, covering how to choose a campaign title, write a compelling description about your project, add a photo, set a goal, and share your story to inspire donations (see 1:17 to 1:48 for key setup, and 2:05 for understanding campaign timing). Embedding this fundraising link directly in your email lets you reach supporters quickly and track their progress in real time.
No matter the method, keep track of all gifts and publicly thank your donors when possible. A Scout is trustworthy and grateful—show appreciation for every kind of support your project receives!
Following Up With Donors and Building Relationships
Expressing gratitude is a true mark of leadership and a core value of Scouting America. Fostering genuine relationships with those who support your Eagle project will set you apart as a dependable and honorable Scout.
Expressing Gratitude
Personalized thank-you notes stand out! Sending a handwritten letter or a well-crafted email shows thoughtfulness. Templates from FundraisingLetters.org are a great starting point, but be sure to customize each message with the donor’s name and mention something specific about their contribution. For extra polish, reference the helpful Eagle Scout Donation Letter Instructions offered by the Pathway to the Rockies Council (link), which underscore the importance of gratitude in every Scout’s journey.
Whenever possible, recognize donors publicly, but always ask for permission first—especially with businesses or those who value privacy. A simple shout-out at a Court of Honor or a mention in your project celebration event can make donors feel appreciated and seen.
Keeping Donors Engaged
Strong donor relationships don’t end with a single thank-you. Sharing updates and photos of your project’s progress is key. These updates can be sent by email, included in a progress newsletter, or posted on your project website. Not only does this keep donors engaged, it builds trust and excitement about your work!
Invite donors to project events, tours, or celebrations. Even if they only join virtually or receive photos, being included makes the gift feel meaningful. Let them see the impact of their support, and always include a recap of what has been completed so far.
Regular communication makes a big difference. Quarterly (or milestone-based) updates let donors know their gifts have a lasting impact. For donors who seem especially enthusiastic, you might encourage them to support future projects, too.
Here are three smart ways to keep donor relationships strong:
Send timely, personalized thank-you messages within a week of receiving a donation.
Share meaningful updates with photos, stories, and project milestones.
Invite continued involvement by suggesting future support or simply staying in touch.
Scheduling and Systems for Dependable Follow-Up
Success as a Scout often comes down to the systems you build. If you want to ensure no donor is ever forgotten, schedule follow-up reminders before you send your first request. Set calendar alerts or use a spreadsheet to track each donor’s contact information, contribution, and when you last reached out. That way, you can always follow through—whether it’s a quick thank-you or a project update. As with any big goal, being ruthlessly honest about your inputs and results helps you get the right output. If someone hasn’t heard back, the answer is simple: change your follow-up system!
Building lasting donor relationships is about more than politeness—it’s about respect, appreciation, and showing the true heart of an Eagle Scout. Every thank-you, every update, and every invitation builds trust and community. That’s what Scouting America is all about.
Best Practices and Pro Tips for Donation Requests
A strong donation request is both thoughtful and direct, helping potential supporters understand exactly why your Eagle Scout project deserves their help. Here’s how to make every ask count, straight from proven Scouting America strategies and tools to maximimize your impact!
1. Personalize Every Message for Maximum Impact
Always address your potential donor by name and mention specifics about why their support matters. A generic request feels like junk mail, but a personal message feels like an invitation to be part of something special. Reference past connections, shared values, or their history with Scouting America if possible.
2. Tell a Compelling Story That Highlights Your Project’s Purpose
People respond to emotion and purpose more than statistics. Clearly describe the challenge you’re tackling and who it will help—whether that’s building a community garden or restoring a local trail. Describe what inspired your project and how it will make a real difference. For example, “By supporting my project, you’ll help create a safe place for local families to gather and play.” You can find more sample letters and best practices in this official instruction guide.
3. Make Your Ask Clear and Specific: What Do You Need, and Why?
Ask directly for what your project requires—whether that’s money, supplies, or time. Instead of saying “any help is appreciated,” try, “Would you be able to contribute $50 to help us purchase lumber for the new benches?” Clear asks make it easier for donors to picture their impact.
4. Offer Multiple Ways to Give and Acknowledge All Contributions
Make it as easy as possible for people to contribute. Some donors prefer Venmo, others will write a check, and some might sponsor materials. You can include a short list in your request:
Online donations via fundraising tools (like Qgiv or Rosterfy)
Mailing a check to your unit treasurer
Donating supplies or materials
Volunteering time on work days
Once someone gives, thank them quickly by email, handwritten note, or even a social media shoutout (if they’re comfortable with it). Recognizing every gift—big or small—shows gratitude and increases the odds of future support.
Feature
Qgiv
Rosterfy
Primary Goal
Online donation processing & receipt tracking
Volunteer management & engagement
Approach
Easy-to-share donation pages for Scouts
Personalized email templates and scheduling
Best For
Monetary gifts, recurring donations
Organizing volunteers and thank-yous
5. Use Official Resources for Compliance and Templates
Before sending any donation request, review the Eagle Scout Service Project Workbook to make sure your fundraising plans are in line with Scouting America’s guidelines. Many councils require a Fundraising Application. It’s better to fill this out early, even if you’re unsure you need it. See official project workbook and guidelines here.
6. Practice Gratitude: Thank Early, Thank Often
Thank every donor promptly. Aim to thank within 48 hours if possible! Early thanks—especially before your project starts—show respect and professionalism, and set the tone for positive ongoing relationships. Don’t forget: sometimes a sincere handwritten note is more memorable than anything digital.
Success in fundraising isn’t luck. It comes from clear requests, personal stories, easy giving options, and sincere gratitude. Follow these best practices and every one of your donors will feel as valued as your project’s final result!
Quick Takeaways for Eagle Scout Project Donation Requests
Start with a clear project summary and fundraising plan. Briefly explain what your project aims to achieve and how funds will be used. A concise, goal-focused summary makes your request stand out. According to Scouting America’s Eagle Scout Project Workbook, your fundraising application must state the purpose of your project, the estimated cost, and how you plan to raise funds. Always reference the official workbook for formatting and example language (Official Eagle Project Workbook).
Personalize your outreach and include a clear ask. Address each potential donor by name, referencing your relationship or how you know them, and adapt the message for different audiences. In your email or letter, clearly state exactly how the person can help (for example: “Would you be able to donate $25 to help me build benches for veterans?”). Tailoring your message increases your chances of success and helps donors feel connected to your project and its impact (ScoutSmarts guide).
Provide multiple ways to give. Some donors prefer online payment platforms, while others want to give by check or cash. In your emails, mention each option: “You can donate using [online platform], mail a check to [address], or contribute in person.”
Always follow up with gratitude and updates. Send a thank-you message as soon as you receive a donation. Update supporters with project milestones, photos, or the completed results. Gratitude builds long-term community support and models Scout values.
Use only Scouting America-approved guidelines and templates. All fundraising efforts for Eagle projects must follow national standards, so use approved language and forms. Many councils require using the official “Eagle Scout Service Project Fundraising Application.” Double-check compliance rules in the Guide to Advancement and always get your council’s approval before beginning to request donations (Navigating the Eagle Scout Service Project).
A successful Eagle project fundraiser is built on clarity, personalization, gratitude, and rule-following—core strengths that will carry you far in Scouting and beyond!
Frequently Asked Questions About Eagle Scout Project Donation Requests
What information should I include in a donation request email for my Eagle Scout project?
A strong donation email for your Eagle Scout project should be clear, respectful, and concise. The basics are:
A brief description of your project and its community impact
The name of your project beneficiary (your church, school, nonprofit, etc.)
The specific need (what you’re asking for: money, supplies, volunteer help)
Official approval status or where you are in the process
How donors can contribute (links, addresses, or drop-off details)
Your contact info and your parent/guardian’s contact (for youth safety and professionalism)
It’s recommended to attach a digital copy of your project proposal or a one-page summary, but avoid lengthy attachments. Check out this sample template from Scouting America for ideas: Donation Letter Instructions and Template.
Can I ask for donations before my project is approved by my council?
No. According to the official Eagle Scout Service Project Workbook:
“A Scout must not begin any fundraising or solicitation efforts, or leadership of the project itself, until their project proposal is fully approved, including by the Council or District representative.”
Always wait for all signatures—including your council or district rep (refer to the fundraiser application if needed: Eagle Project Fundraising Application)—before contacting anyone for donations. Early requests can lead to confusion or go against Scouting America rules (see the Eagle Scout Service Project Workbook: Official PDF).
What is the best way to thank someone who donates to my project?
Thanking donors is just as important as asking for help! Do these things:
Send a prompt, personalized thank-you note by email or hand-written card.
Mention specifically what their donation will help with.
Consider a “project update” email or photo after your project is complete, showing the finished work or the community enjoying it.
For larger donors or organizations, deliver a thank-you in person if possible (a handshake goes a long way).
Tip: Highlight their support in your final project report if appropriate.
Should I use email or print mail for donation requests?
Both can work, depending on your audience. Here’s a comparison:
Feature
Email
Print Mail
Delivery Speed
Instant
2–5 days
Personal Touch
Can be less formal
Feels more personal/traditional
Best For
Businesses, tech-savvy donors
Community members, older adults, clubs
Cost
Free
Postage and supplies
Pro Tip: Many Scouts use both! Start with email, then follow up with a call or card for major supporters or local businesses.
Where can I find official templates and guidelines for Eagle Scout project fundraising?
Donation Letter Template & Instructions:Download here
Eagle Scout Service Project Fundraising Application:Download here
Always double-check your local council’s site or ask your Eagle Coach—they might require a specific template or extra paperwork. Stay organized, follow the rules, and remember: gratitude and a personal touch go a long way!
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