Fundraising Message Templates for Schools and Clubs

Writing the announcement often takes longer than expected. You know what the fundraiser is for, but turning committee notes into a message someone will read on their phone is a different job.

Start with the reason for the campaign, explain the next step and make the deadline easy to find. The templates below give you a starting point for each stage. Replace every square-bracketed field before sending, and remove any sentence that does not apply to your campaign.

What every message needs

A supporter should be able to answer two questions quickly: what is this for, and how can I help? Include the group name and a specific purpose. Add the campaign link where the reader can find it without opening a second message.

For product campaigns, the order deadline and collection details matter as much as the goal. For donation campaigns, explain what the contribution supports. Only describe a payment as tax deductible if your organisation has confirmed that the statement applies.

Use the communication channels your group is authorised to use. Follow your organisation's consent and unsubscribe processes for email, and obtain permission before sharing names or photographs. These templates are copy suggestions, not permission to contact a list.

1. The launch email

Subject: Help [group] raise funds for [specific purpose]

Hi everyone,

We're raising [target] to help [group] pay for [specific purpose]. This will mean [practical benefit for the group].

You can support the fundraiser by ordering [product] through our campaign page: [campaign link].

Orders close on [day, date] at [time and time zone]. Collection is at [location] on [day, date], between [times]. The campaign page has the product details and collection instructions.

Taking part is optional. Sharing the link with someone who might be interested is welcome too.

Thanks for supporting [group]. If you have a question, please contact [organiser contact].

[Name or committee]

If you are running a donation campaign, replace the product and collection paragraphs with a short explanation of how to donate. Do not leave collection instructions in a message that does not need them.

2. A Facebook or community-group post

A public post needs enough context for someone who does not know your school or club. Ask a group's moderator before posting where fundraising promotions need approval.

[Group] is fundraising for [specific purpose], and orders for [product] are now open.

Each order helps us work towards [target or practical outcome]. View the options and order here: [campaign link].

Orders close [date and time]. Collection: [location and date].

Thanks to everyone who chooses to support us. Please contact [organiser contact] with questions.

Use one image that explains the campaign clearly. Check that any product photo matches what is being sold. A simple caption with a working link is more useful than a poster whose text is too small to read on a phone.

3. A message families can forward

Give families an optional message they can adapt. Do not ask them to upload their address books or contact people they are uncomfortable approaching.

Hi! [Group] is running a [product] fundraiser to help pay for [purpose]. If it's something you'd like, you can order directly here: [campaign link]. Orders close [date], with collection at [location] on [date]. No pressure to take part. I thought I'd pass it on in case it suits you.

If an individual member link is used, check that it credits the right participant before sharing it. Follow the school's policy on student names and public posts. An adult can share on a younger participant's behalf.

4. A progress update

Send an update when you have something useful to report. Check your figures first and distinguish sales revenue from money raised after expenses.

Thanks to everyone who has supported [campaign]. So far, we've [received X orders / raised X towards our goal].

We're working towards [purpose]. Orders remain open until [date and time]: [campaign link].

Collection will be [details]. If you've already ordered, thank you. We'll send a collection reminder nearer the day.

Avoid inventing urgency or reporting an estimated profit as a final result. If the total is provisional, say so. You can still explain what the support means without making a claim you will need to correct later.

5. The closing reminder

Subject: [Fundraiser] orders close [day]

A quick reminder that orders for [group's fundraiser] close on [date] at [time and time zone].

If you'd like to order [product] and support [purpose], here is the link: [campaign link].

Collection is [date, time and location]. Thanks to everyone who has already ordered or shared the campaign.

Send this while people still have a reasonable chance to act. A reminder after the supplier deadline creates extra work and disappointed supporters. Stop using the message when orders close, including in any scheduled posts.

6. The collection reminder

This message is for customers with orders to collect. It should focus on their order rather than asking them to buy again.

Your [group] fundraiser order is ready for collection on [date], between [times], at [precise location].

Please bring your order confirmation or order number. [Include relevant transport or storage instructions supplied for the products.]

If you cannot attend, please contact [organiser contact] by [deadline] so we can discuss the arrangements.

Thank you for supporting [purpose].

Include an entrance or room name if the location is easy to confuse. Make sure the named contact is available during collection. Only promise alternative arrangements your volunteers can actually provide.

7. The thank-you message

Thank you for supporting [group's fundraiser]. After costs, we raised [confirmed amount] towards [purpose].

[Explain the next step, such as ordering equipment, or when you expect to share an update.]

Thank you to the volunteers who helped with [specific task], and to everyone who ordered or passed the campaign on.

Wait until expenses are reconciled before giving a final net figure. If that takes time, send a brief thank-you first and follow up with the result later. Ask permission before naming individual supporters or publishing their contributions.

Check the message before sending

Open the campaign link on a phone. Confirm the dates match the campaign page, and check collection details with the person responsible. Ask someone outside the committee to read the message: can they tell what to do without asking you?

Keep copies of the final messages for the next organiser. For wider planning, see how to start a fundraiser and how to get parents involved. You can also contact Raised if you need help finding the right campaign link.