Step-by-Step Guide: Writing a Thank You Letter for a Donation
Your fundraiser comes with a list of donors, but don’t think of it as just a list of thank yous. It allows you to outreach and develop relationships with everyone who’s supported your cause or nonprofit.
Donor stewardship is an ongoing process of maintaining donor relationships to encourage their continued support. Good communication with donors doesn’t just help them feel good; it can even work to achieve additional donations and lasting relationships. Penelope Burk’s book Donor-Centered Fundraising found that 85% of donors would donate again if they received a personal thank you letter. Donor retention is key if you plan to fundraise again and again.
In short, donor management is important and thanking your supporters, whether they are first time donors or recurring donors, is a must. To make it easy to share your gratitude, we’ve put together this guide for everything you need to know about how to write a donation thank you letter, along with a handful of templates.
Five tips for writing a donation thank you letter
1. Being prompt can lead to more donations
When a new donor contributes to your fundraiser, think of it as the beginning of a conversation. A timely “thank you for donation” letter demonstrates your dedication to the fundraising campaign and shows gratitude for the help you’ve received. If you can, send a thank you note to new donors within 48 hours of receiving it, so the donor feels valued.
2. Be sincere and you will inspire people to give
Instead of simply saying “thank you” to donors, find ways to make your thank you letters come to life. The thank you note could be as simple as including an inspirational quote that’s relevant to your fundraiser or offering a personal touch with an individual story to show your genuine appreciation.
Questions to consider to show donor appreciation:
- What did their donation mean to you personally?
- How will their donation impact the beneficiary?
- If a non-profit, find out what the donor’s contribution will go towards
Phrases to use that aren’t just “thank you”
- “We couldn’t have done it without you”
- “Your donation has made [insert reason for fundraiser] possible”
3. Show your supporters how their donations will be used
The most effective thank you messages describe exactly how the donation is benefiting your cause or nonprofit. Show donors that their money is going to good use, no matter how small. Describe what each donor’s gift has helped you accomplish, and improve donor communications by keeping them in the loop about future plans.
Phrases that show a donor’s impact at every donation level:
- “This $10 will help me purchase school supplies for my new students”
- “Your $50 donation gave me just enough funds to pay for my dog’s new prescriptions”
- “Your generous donation of $250 enabled my family to get a hotel room while our daughter received emergency surgery in a neighboring state”
- “This $1,000 will buy a water purification system that will enable our organization to bring clean water to over 20 families”
4. Add a personal touch
Generic thank you letters could hurt the relationships you’ve developed with your donors, as could writing a general note thanking donors on social media. Instead of replicating a sample thank you letter for donations you found online, use these simple tricks for writing a personal note that will highlight the value of their generous contribution and make them feel like a VIP donor.
For major donors, consider whether a physical letter or thank you card using direct mail will help deliver your heartfelt thanks. Sending messages on social media might be appropriate for some donors, but handwritten notes are also a nice touch.
Easy ways to personalize a thank you letter:
- Use the second person “you” and the first person “I” and “we”
- Address the letter with the donor’s name or in your salutation
- Include the donation amount and the date it was given
- Mention how it was given, whether it was from an event or an online donation
- Explain how their donation made an impact
5. Reread your thank you letter
Read your donor thank you letter out loud before you send it. Would you want to receive this message? You want your note to sound casual and friendly, but also thoughtful and free of errors. Spell-check everything you write.
Use these donation thank you letter templates
Here are some simple templates to start with, including a sample “thank you for your donation” letter. Be sure to add a personal touch, customizing each thank you letter for its recipient and see your retention rates rocket.
Thank you letter for donation template
Dear [donor name(s)], or Dear friend
I want to take the time to sincerely thank you for your donation to [fundraiser name]. As you know, we started this fundraiser to [insert reason for fundraiser], and your $[insert donation amount] contribution on [insert date of donation] helps us get one step closer to our goal.
Thanks again for your generosity and support.
[Handwrite your name and fundraiser name]
Thank you letter template for fundraiser event attendance
Dear [attendee name(s)],
I appreciate you making the effort to come to our fundraising event for [fundraiser name]. We had an amazing turnout, and we managed to bring in $[amount] more in donations! Your attendance and support have played an important role in our event’s success—thank you.
With your contribution, we’ll be able to [insert reason for fundraiser]. Your generosity and support are an encouraging reminder of why I started this fundraiser—to help [beneficiary name].
With gratitude,
[Handwrite your name and fundraiser name]
Thank you letter for a sponsor template
Dear [organization name],
I want to extend my sincere gratitude for [company name]’s contribution to [fundraiser name]. [company name]’s generous gift will have a major impact on helping [insert reason for fundraiser].
On behalf of [beneficiary name], I want to thank you for helping us make a positive difference. Your support encourages our continued commitment to reaching our goal.
Thanks again for your generosity and support.
[Handwrite your name and fundraiser name]
Showcase your gratitude to build relationships with donors
Thanks for reading these tips on writing the perfect thank you letter. It’s never too early to start cultivating donor relationships to make your donors feel appreciated, and a donation thank you letter is the first step. If you’re looking for other unique ways to show your gratitude, check out these 20 affordable ways to say thank you to donors.
For more crowdfunding advice, check out these tips and ideas.