Library Teacher Newsletter: Supply Request Newsletter

Library supply requests are different from classroom supply requests because the library serves the whole school, the requests are usually voluntary, and the line between a reasonable ask and overreach can be blurry. The newsletters that work best are direct about what is needed, completely clear about what is mandatory versus voluntary, and make participation easy without making non-participation feel like failure.

Annual book donation drive: be specific about what helps

A general call for book donations produces random, unpredictable results. A specific call for particular genres or subjects produces books you can actually use. "We are running our annual library book drive from October 1 through October 20. We are specifically seeking: Contemporary young adult fiction published in the past five years, graphic novels at the middle school level, nonfiction books on science, technology, and history for grades 6 through 8, and picture books in languages other than English for our dual-language collection. We are not able to accept: textbooks, encyclopedias, workbooks, or books from before 2010 (with rare exceptions for classic literature)."

Fine payment request: matter-of-fact and solution-focused

Here is a newsletter excerpt that handles fine communication cleanly:

"End of Semester Fine Reminder: Library fines from the first semester are due by December 20. After December 20, outstanding balances carry over to second semester and affect checkout privileges. To pay: library desk (cash, school hours), or online at [link] under 'Library Fines.' To dispute a fine: email me with the book title and the situation. Common disputes that are resolved easily: items returned in the book drop that were not checked in promptly, items returned by a sibling that were not linked to the right account, and items not checked out by your student in the first place. I resolve these quickly. Fines that are legitimate but present a financial hardship: email me privately and we will work something out."

Author visit or special program contribution: voluntary and transparent

"We are bringing poet and author Jacqueline Woodson to our school for an all-school assembly and small-group sessions on April 4. The full cost is $2,200. We have secured $1,500 from library and school budgets. We need $700 more by March 1. If any families would like to contribute to this event, donations of any size are welcome at [link]. All donors will be acknowledged in the event program (unless you prefer to remain anonymous, which is also fine). If we do not raise the full amount, we will work with a modified version of the visit that the available budget supports. The event is happening regardless of whether the additional funds are raised. We wanted to give families who want to participate in making it exceptional the opportunity to do so."

Specific collection gap: be honest about what you need and why

"Our collection has a significant gap in contemporary fiction by authors of color, particularly in our grades 6 and 7 sections. Students regularly request books that we do not have and cannot quickly acquire through the standard budget process. If any families would like to donate specific titles from the list below, those books will be accessioned immediately and be available for checkout within the week. List of specific requested titles: [linked list]. This is entirely voluntary. If you donate a book, your student's name will be on the bookplate inside the cover as the donor."

Reading challenge supplies: small, specific, and clearly voluntary

"For the second semester of the reading challenge, I am looking for a few inexpensive supplies for the prize table: new pencils, bookmarks, small sticky note packs, and journal notebooks. Any size donation of these items is welcome and will go directly to the challenge prize box. This is entirely voluntary. The challenge itself runs regardless of the prize supply. Donations can be dropped at the library desk any time."

Close with what the library budget covers so families know the baseline

"A note on library funding: the library budget covers our core collection needs, digital database subscriptions, and basic supplies. Donations and voluntary contributions allow us to go beyond what the budget covers: expanded collections in specific areas, special programs, and enrichment activities. None of these requests are mandatory. The library functions fully without any family contributions. When families choose to contribute, they help us do more than the budget allows. We are grateful for that and want to be transparent that the baseline is covered."