Silent Auction Forms

Silent auction forms are an important part of the planning process for your charity auction event. Even if you've decided to host an online charity auction, there's still a chance that you might need actual silent auction forms, especially if you choose to display auction items and close bidding at your physical fundraising event.

What kind of silent auction forms do you need?

Silent auction forms include: silent auction bid sheets, donation request letters, item donation forms, sponsor solicitation forms and thank you letters. We've outlined a brief description explaining the purpose each of these, along with sample document templates for you to download and use for your charity auction event.

Silent Auction Bid Sheets

Silent auction bid sheets inform bidders about auction items and allow for people to place a bid for an item they are interested in purchasing. Silent auction bid sheets should include all the information a consumer would want to know in order to make a purchasing decision, helping bidders buy with confidence. This information includes: Auction Name, Item Title, Item Tracking Number, Item Descriptions (and any restrictions), Bid Amounts and Minimum Raise, and Contact Information for hosting organization.

DOWNLOAD: Sample Silent Auction Bid Sheet

Item Donation Form

An item donation form is a simple informational page that businesses or other donors return to your organization along with the item/s they choose to donate for your silent auction event. These item donation forms are very important because they include all the relevant information that event planners will refer to when creating online item descriptions, auction brochures and bid sheets. The item donation form should include the following information: Name of Silent Auction, Mailing Address, Contact Information, and Delivery Deadlines. There should be a number of blank lines for donors to complete including: Donor Name, Business, Item Name, Description of Item, Approximate Value (include wholesale & retail price for business donating items), and any other relevant details for the item donated including celebrity autographs, previous owners, or vintage year (for antiques or wines).

DOWNLOAD: Sample Item Donation Form

Donation Request Letter

A donation request letter is what event planners will send to organizations or individuals whom you are requesting donated items for your charity auction. The letter you send can be kept on file in order for donors to claim donations at the end of the year with their taxes. This letter should explain the purpose of your fundraising event, how the items will be auctioned off, and how their specific donations would appeal to your audience. Be sure to explain how the funds generated from the auction will be used as this typically generates more interest from potential donors. And don't forget to show appreciation by thanking possible donors for their consideration. (Refer to our sponsor thank you letter as this can be re-purposed for Donor Thank You's)

DOWNLOAD: Donation Request Letter

Sponsor Solicitation & "Thank You" Letters

Reaching out to local businesses by asking them to sponsor your charity auction event is another great way to bring in revenue. Not only will businesses help you by providing financial donations and resources to help produce the event, but they will also help you expand your reach by promoting the event to their employees, customers, and partners. Be sure to explain the purpose of your fundraising event and how their sponsorship donation will help you achieve your goals. In exchange for their sponsorship, they should also receive a number of benefits such as: enhanced exposure to the local community, recognition in promotional materials, signage on-site at the event, and online presence through mention in social networking posts, blog articles, logos on fundraising website, etc. Make sure to follow up with sponsors following the event by including actual metrics such as: event attendance, dollars raised for the cause, traffic to your charity auction website, media coverage, etc. If sponsors are pleased with the success of the charity auction, they are likely to support your fundraising initiative in future years.

DOWNLOAD: Sponsor Solicitation Letter

DOWNLOAD: Sponsor Thank You Letter

Additional Resources

DoJiggy silent auction software can help you plan and manage your charity auction event from start to finish. The easy-to-use web-based software provides tools to help you: manage participant registrations, list items for bid online, accept and process bids with secure payment processing, offer "buy now" options, manage sponsorship sales and promotion, and generate numerous financial reports. Visit how to run a silent auction for step-by-step planning guidelines.

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