You may not think much about it but an expression of gratitude goes a long way! When it comes to people who donate financially and in kind, giving them a simple thank-you letter expressing just how grateful you are for the kindness that they have shown toward your cause or advocacy. Donors will never ask for anything in return when they choose to help you, but you should always remember that their contributions are one of the reasons why you are able to continue with what you are doing to support your cause. One way to show them how thankful you are for their investment is through a thank-you letter.
The thank-you letter you will be writing and sending will be an avenue for you to keep your connection with the donors strong. These letters are not just any ordinary letter if written correctly. They are definitely letters for keeps if you do your best to not make it dull and seem robotic. As much as possible, your letters for each of the donors should be unique and should outline how much their donations have made an impact on what your cause and advocacy is.
If you are someone who is looking for a few tips about writing thank-you letters for donations, then you have come to the right website! We are here to give a simple guide about how you can end up with a thank-you letter that your donors will surely appreciate. Read the tips we have for you below and also check out all of our samples.
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Tips for Writing a Good Donation Thank-You Letter
Promptly Send Out Your Thank-You Letters
Being prompt with sending your thank-you letters gives your donors an impression that you are highly dedicated to what your advocacy is. Plus, it also encourages better communication between you and the donor. The best window to send your thank-you letters is within 24 hours to 48 hours after you have received the donation.
Make the Content of Your Letter Powerful
You have to make sure that you also pay attention to the content of your letter. You can include a few things about your cause or advocacy. However, you have to make sure that you keep your sentences short and you avoid rambling. Keep the language simple and avoid using any jargon or slang as these might not be easily understood by the donor.
What Is the Impact of the Donation?
It is important that you let the donor know how big the impact of their donation is to your cause or advocacy. You have to give them an assurance that the donation they made is a worthwhile investment. You may also let them know what the donation has helped to accomplish and what your future endeavors are. For example, if you have an event coming up, your letter will also serve as an invitation letter for that particular event. They will definitely appreciate the fact that you want them to be a part of your future plans.
Personalize the Letter
If you are planning on sending letters with the same content to all of your donors, stop right there! Writing a Dear Donor for the start of your letter actually lessens the impact of your letter. You have to make a personalized one for each of your donors. It does not have to be exactly different from each other. You can start by making a thank-you letter template and just change up the amount that was donated and change the details of the recipient. Personalizing may seem like too much effort but it will surely go a long way.
Spell-check and Edit
Do not forget to review your thank-you letters several times. Make sure you check the spelling of each word you write. You want to remain professional and formal despite the fact that these letters are not formal letters by nature.
How to Send Your Thank-You Letters?
You now have a better idea about how to write a thank-you letter for donations. Applying the tips you just read to your own letter-writing task will definitely help you end up with a thank-you letter that will keep encouraging your donors to keep supporting your cause or advocacy.
After writing your letters, it is now time for you to send it to your donors. There are three common ways on how you can send your thank-you letters—via direct mail, via email, and via social media platforms.
Sending thank-you letters via direct mail is a classic. You may even choose to have your letters written by hand. This may not be the most convenient way of sending your letters as it may cost a lot of time and money but you are sure to put a smile on your donor’s face once they see your thank-you letter on their mailbox.
An email thank-you letter is one of the easiest and fastest ways of sending your letters to your donors given that you have their email addresses available or if you do not have access to their home addresses. Plus, it is also a no-cost way of sending your thank-you letters. You can even include a few photos about your advocacy or cause to give the donor an idea about how successful and how worthwhile their financial investments were.
Social Media Platforms
Social media has come a long way, especially with the availability of Facebook to be able to send messages to whoever has liked their page. So if you have created a page for your cause, campaign, fundraising, or advocacy, it will also be a good idea to send your thank-you letter via Facebook Message. However, sending your messages via your Facebook page can be a less personal option. Only choose this method if it is your last resort.
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Donation Thank-You Letter Checklist
- Make sure it is personalized. Address the recipient properly.
- Mentioning the amount donated by the donor is a good idea.
- Start immediately with the words “Thank you for…,” or you also have the option to make use of a lead that is exciting.
- Tell the donor when he/she will hear from you next.
- If this is not the first time your donor has donated, you may thank him/her for his/her continuous support to your cause or advocacy.
- Add a postscript (P.S.). Your P.S. can include your upcoming events or what is new such as videos or an upcoming opportunity.
- P.S. We have a 4th of July Fundraising event coming up. We would appreciate having you around for this event.
- Make sure you include contact details to make it easy for them to get in touch with you should they have any questions.
- Refer them to any specific enclosures if there are any. Enclosures include a token of appreciation or pictures from your event.
- If you have a website, do not forget to direct them to it.
- You can check out more about what our advocacy is all about, as well as the other projects we have at www.ABC.org.
- Remember to:
- Keep your letters short. About three to four paragraphs would do.
- Let them know if the donation is tax-deductible or otherwise.
- Thank your donors at least twice—once in the introductory paragraph and once in the concluding paragraph.
Donors express their support through their donations. They give these donations because they actually believe in what you do and they believe that through their help, you will be able to accomplish what you are envisioning. We are pretty sure that the donations given by your donors mean a lot to you. This is why you should make your donation thank-you letters worthwhile and memorable.
We hope that we have helped you out even just a little bit. We hope that the sample letters we have here will give you a better perspective about what this type of thank-you letter looks like and what it should contain. We hope your letters help keep good ties with your donors and we are hoping for more fruitful accomplishments for the cause or advocacy you are fighting for.
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