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Donor Thank You Letter

By 26 September 2024No Comments
Donor Thank You Letter

How to Write a Donor Thank-You Letter for Donations (With Templates)

You’ve put in a lot of effort to get those donations, but is that where the work ends? No way! Actually, in many ways, it’s just beginning.

When a donor gives money to your group—especially if it’s their first time—you start the stewardship part. It is when you talk to the donor, say thank you, and focus on keeping up your relationship. You want the donor to keep giving and stay involved in your group for a long time.

Yes. You guessed it right! It begins with a donor thank-you letter sample.

Donor Thank You Letter

A good, honest, and heartfelt thank-you letter can change someone from giving once to giving regularly for years. They might even start volunteering with your group and telling their friends and family about the good things you do.

Want to know how to write a thank you letter to scholarship donors and other contributors? Keep reading to find out our top tips for writing the best thank you letter, check out specific examples, and get many templates you can use and change to fit your donors.

Let’s take a look!

Why Is a Donor Thank You Letter Crucial?

A donor thank-you letter is more than a note saying we got something. Here’s why they’re significant:

They Let You Express Gratitude.

Many other organizations or communities might be doing good things, but the donor picked yours. In the thank you letter, show how thankful you are for their help and let the donor know they made a good choice.

It feels good when people notice and say thanks for what you have done. Whether you gave money, helped with an event, or volunteered, getting a nice thank you card for donation can mean a lot. It shows that your help mattered and was appreciated. A good thank you letter says thank you more authentically, making you feel your support matters.

They Make Donors Feel Appreciated.

Your group can’t do its job without the help of donors. Please inform them how much you need and value them by sending a credible thank you letter.

They Enable You to Nurture Your Donor Relationships.

Every time you talk to the donor—it helps you become closer to them. The first donor thank-you letter template you send is like the beginning of that friendship. It encourages the donor to keep supporting and staying involved with your group.

They’re an Element of Positive Donor Stewardship.

Taking care of donors means ensuring they feel good about being part of your group. It matters because it affects how many donors stick around and how much money you can raise later. When donors have a great experience, they usually give again, and sometimes they contribute even more.

Sample Thank You Letter Types for Donations

People give in many ways, and there’s a different thank-you letter for each. Here are some of the most common ones and when to send them:

Email

When people donate online without needing a tax receipt or when they give to fundraising pages made by friends or family, send a short thank you note. But for those who raised money, please send a handwritten thank you note for donation. Emailing thank you lets you quickly show donors you appreciate them.

One-time Gift

If someone gives a big one-time donation, send them a thank you letter by post with a tax receipt included.

Recurring Contributions

Don’t send a thank you letter donor scholarship every month to monthly donors, but send a nice message annually to talk about their support and what it’s done.

Pledge Gift

When someone promises to give a certain amount over a few years, send them a thank you letter as acknowledgment. Also, remember to send a separate thank you note each time they give part of that amount.

Fundraising

If donors join in fundraising events or campaigns, send them a thank you letter to scholarship donor to appreciate them for their help in getting others involved. You can talk about how the fundraising went and write a unique note about their part in making it happen.

Planned Donations

Send a thank you letter to donors who leave your group money in their will. But make sure to show your appreciation before you get the money.

Event Sponsorship

Say a big thank you to companies that support your events and programs as sponsors.

Event Attendance

Send a thank you letter to everyone who comes to your event, especially if some of the ticket money counts as a donation.

Gift of Securities

Please send a donor thank-you letter to anyone who gives stocks, bonds, or mutual funds as a gift.

In-kind Donations

Send a thank you letter to people or groups who give things instead of money, like items for your auction.

Major Gifts

Using standard letters might seem unprofessional for big donors who give a lot and already know your group well. Having someone significant write a personal thank you note by hand is an excellent idea.

Tips and Best Practices For Your Nonprofit Donor Thank-You Letter

Here are the best practices you can use to learn how to write thank-you letter to scholarship donor: 

Add the Donor’s Name

Using “Dear Friend” at the beginning of a thank you letter for a donation makes it obvious that it’s a generic letter. It can make donors feel like your group doesn’t care about them, which isn’t the feeling you want to give in a thank you note!

Using mail merges helps you put names and personal info into your thank you letters hassle-free. It might seem small, but it matters in how your donors feel

Send It On Time

Please don’t wait—send your thank you to donors as soon as possible. A quick thank you can keep the good feelings going and stop any doubts the donor might have later.

Try to send your sample thank you note for donation within 1 to 3 days after getting it. It makes sure that:

Sending the thank you note on time helps in three ways:

  • Donors feel happy and valued right away.
  • Donors remember they helped your group.
  • Donors won’t get asked for more money before they’re thanked.

Mail It Via a Person

Letters seem more personal if they go out from one person, not a whole group. Usually, you might choose someone important, like your boss or a board member, but think about having a volunteer or someone who’s benefited from your programs send it instead.

Prove Impact

When you thank someone for donating, it’s like talking to them about your group and how they’re helping. Donors like to hear that their money is making a change, so tell them what you’ll do with it.

Stay Friendly and Welcoming

Getting a thank you for giving should make you happy. Write it like you’re talking to a friend, not being too formal. Imagine you are writing to someone you like. Please don’t use big words like “on behalf of X Organization.” Just talk to your donors like you are friends.

Use Donor-friendly Language

A donor thank-you letter is about saying thanks to your donors, not talking too much about yourself. Talk more about them and what they did, using “you” more than “we” or “us.” Focus on what the donor helped you do, not just what your group does. Important things to say include:

  • “Because of you”
  • “Thanks for your support”
  • “You make ABC possible.”
  • “With your help”
  • “Your gift”
  • “We couldn’t do it without you.”

Avoid Industry Jargon

Nonprofits use unique and personal words that only make sense if you work there. Don’t use those words in your letters to donors.

Most donors won’t get excited about fancy terms like “capital campaign” or “capacity-building grant.” But they will understand and feel good about things like “building a new library” or “giving more meals to homeless people.” Use words that they can easily understand and get excited about.

Reference the Donor’s History

Having donors who give regularly is fantastic! In your thank-you letter to donors, celebrate their loyalty and how much you appreciate them. Show them that you remember and value what they have done.

Make sure your thank you letters differ for donors- who have given before and those who are contributing for the first time. Use data and mail merges to personalize the letters, mentioning things like:

– “Since 2010, you’ve been helping people in our community fight addiction.”

– “I’m happy you could come to our recent event about conserving the environment.”

– “Thank you for always being there for us every year.”

Let the Letters Be Personal

Make your thank you note for donation even more special by having legitimate signatures and notes from the right people. Look at your database to see whether you have connections with your team or board members, recent events, or other details you can mention in the letter. You can even add a handwritten note in the margins for a personal touch.

Offer Contact Details

Picture a donor who feels appreciated by reading your thank you letter and wants to know more about your group. Help them by putting contact details for the person who sent the letter, plus links to your website, social media, and email (if it’s an email).

Don’t Directly Ask the Donor to Contribute Again.

A thank you card for donation is all about thanking the donor, not asking for more. Think of it like when your child writes a thank you note to grandma for birthday presents. You could say thank you and highlight how they will use the gift. You wouldn’t let them ask for Christmas presents on that note, would you? It’s the same with nonprofit thank-you letters—they’re not the right time to ask for more.

Remember to be thankful— you can ask for more later, but first, make sure you’ve shown your appreciation.

Include Unique Quotes and Real-Life Stories

While learning how to write a thank you letter for scholarship donor, please remember that the people your nonprofit helps are the best ones to talk about its impact. Adding quotes and stories from them can make your thank you letter feel more credible and emotional.

Add Relevant Visuals

Show your donors the people they’ve helped, the places you’ve worked, and the changes you’ve made using photos, videos, and infographics. Pairing information with images sticks in people’s minds better, making the good feelings from your thank you last longer.

Keep It Short

If your donor thank-you letter template is too long or all squished together, donors might not read it all. Keep it short and sweet, focusing only on the important stuff.

It’s good to talk about how the money will help, but you don’t have to write much about it. Save those details for the annual report or another update you will send later.

Send the Letter With a Tax Receipt

The IRS needs a proper tax receipt for donations over $250, but it’s advisable to give receipts for smaller donations. Many people like to have them to keep track of their money.

Your tax receipts should have your group’s name, your tax ID number, the donor’s name, the date and amount of the donation, and any legal stuff that’s necessary in specific cases.

Tag a Return Envelope

If you send a postal donor thank-you letter, make it simple for them to give again by adding a form to fill out and an envelope to send it back. Say something like, “Your next gift will keep helping with…” so they know what their next donation will do. You can also offer them a newsletter or something else to sign up for, even if they’re not giving money right now.

Luckily- PostGrid’s direct mail services allow you to send BRM (Business Reply Mail) at affordable costs. Thus, you can expect higher responses.

Prepare the Mailings in Advance

Using automation can be helpful! Plan what happens when a donor gives so you can send automatic thank-you notes. You can add a personal touch later, but being prepared means your donors won’t feel forgotten.

Be Flexible

Just like people have different preferences, donors like to get thank-you messages via many channels. You can select a thank-you letter donor scholarship that fits your donors, like email, text, video, or a postal note.

Remain Connected

Saying thank you when donors give is crucial! But what happens after that? Keep them interested in your group by regularly thanking them for their help in your messages.

What to Write in a Thank-You Card for Donation?

To make your own thank you letter, choose one of our three templates and change them to fit your donors and what they’ve done. Keep it short and simple—it’s better to send a quick letter that donors will actually read, instead of a long one that they might just skim through.

Before you get to the samples or templates, here’s what to write in a thank-you card for donation:

Introductory Paragraph

Begin your letter by saying thank you to show that you’re grateful. Make the letter personal by mentioning the donor’s name, how much they gave, any past donations, their relationship with your group, or anything they’ve done recently, like visiting an event.

It will make the donor feel like the letter was made just for them instead of being a standard thank you for everyone.

Body

In this part of your donor thank-you letter template- explain how the donor’s gift will help your group. If they’ve given to a similar cause earlier, talk about what their past donations have done to help.

Always talk about the donor (“you”) instead of your group (“we”). Whenever possible- use stories and quotes from real people who you have helped through the donation or will help in the future.

Salutation

When learning how to write a thank you letter to scholarship donors, you must understand that every letter begins with something like “dear [recipient’s name]” or “hey [name]!”

The main thing is to make the greeting feel friendly and personal. Use the person’s first name unless your organization is more formal.

Appreciation for the Specific Donation

The first thing to do in your donor thank-you letter is to thank the donor!

Be very clear about why you want to thank them. Tell them what you are grateful for and what their donation will help with!

Specific Impact of a Contribution

Then, explain how the donation will help your group and its cause. Be clear about who will benefit and what will happen because of it. It also reminds the donor why they gave, which might make them want to give again later.

Extra Information or Story (Optional)

If you have extra room (or time) to write- you could tell a detailed story. Talk about a specific person or situation your group has helped. Describe how the donor’s gift can make a broad difference using clear and colorful words.

Repeated Thanks

This part of writing a thank-you note for donation is easy. Just say “thank you” again to finish. For example, “Thanks again for helping!”

Conclusion

Here, you can thank the reader again and let them know they can contact you if they need anything. Make sure to give your contact details, and if you can, get a legitimate signature from the person who signed the letter.

Whatever happens, don’t ask for more money in a thank you letter. You can ask later in a separate request for donations.

Close the Letter With Your Name and Signature

Lastly, signing off with your real name if you can is best. Getting a donor thank-you letter from a nameless group isn’t as exciting, even if they’re doing great things. People prefer hearing from others, so end your letter with your name and job in the group.

You might need to thank someone for a favor they did for you personally, not as a donor to your organization. However, the same steps should help you. Please be more detailed and personal when thanking someone for a kind favor. Unless you’re close to them, don’t end with something personal like “with love,” and don’t say goodbye like you would to a coworker.

Donor Thank-You Letter for Contributing to a Peer-to-Peer Campaign

Draft a thank-you card for donation appreciating a donor for supporting your latest peer-to-peer campaign for the cause of [mention how you will use the gift]. Specifically, highlight that their support has impacted the firm, allowing [organization name] to [the difference the gift made]. Add the following [quote/story]: [mention a client quote/story].

You may discuss that the successful fundraising campaign raised [amount]. Please use a grateful and authentic tone and [list other organization-wide brand voice elements].

Thank You for In-Kind Donations

Please write a letter to thank a donor for their recent gift of [specific in-kind item]. Talk about how their gift has helped [organization name] to [impact]. Try being appreciative, and [mention other traits of your organization’s style].

Volunteer Thank-You Letters

Write a letter to thank a volunteer for their work at [organization name]. Discuss how much you appreciate the time they’ve spent doing [type of volunteer work] for [organization name], and how it’s helped us to [impact]. Include personal details about the volunteer, like [insert personal information]. 

You can add the volunteer’s name and what they did at the event to personalize the letter. Please keep the tone consistent and friendly. You may ask them to volunteer again at another event!

Thank-You Card for Sharing Profile on Social Media

Write a donor thank-you letter to thank a supporter for sharing [organization name]’s [post/campaign] about [topic] on [social channel]. Please say how much you appreciate the time they spent spreading awareness about [post/campaign theme], and how it’s helped us to [impact]. 

The letter should sound thankful, excited, and [mention other traits of your organization’s style]. Also, highlight how the supporter can stay involved by [other ways to get involved, like future events or volunteer opportunities].

Thank-You Letter for Donors Who Contributed for the First Time

The letter to thank a new donor for their first donation to [organization name] must be straightforward and polite. You must discuss how your firm appreciates their support and how it’s helped us to [impact]. Also, include the following [quote/story]: [insert client quote/impact story]. 

This thank-you letter to scholarship donor should be out of the box and help you retain the contributor.

Thank You to the Event Sponsors

Create a letter to thank an [individual donor/corporate donor] for sponsoring [event/campaign] for [your organization name]. You can highlight specific events or occasions to tell sponsors how it worked out for your firm’s best. Also, you can mention how much you raised. 

Thank You to Major Donors

Write a letter to thank a big donor for their generous gift to [organization name]. Make sure to say how much you appreciate their donation and how it’s helped us to [impact]. Also, include the following [quote/story]: [insert client quote/impact story]. 

Please ensure your thank-you letter to donors is personalized to make it look more well-curated and professional.

Thank-You Letter for Attending an Event

Create and send a donor thank-you letter to appreciate [individual donor/organization name] for coming to [fundraising event] for [your organization name]. Make sure to say how much their attendance means to us as we work towards [organization mission]. The letter should mention in-depth details about the current and upcoming events. 

Also, include details about the event, like [the amount raised, the number of attendees, etc.]. Additionally, mention how the supporter can stay involved by [other ways to get involved, like an upcoming event, volunteer opportunities, etc.].

Thank-You Card for Capital Campaigns

Write a letter to thank a donor for backing [organization name]’s recent big fundraising effort for [capital campaign goal]. Make sure to say how much their help will let us hit our goal of [capital campaign goal, with extra details on what this means for our mission]. 

Let them know that the campaign has raised [amount] so far. The letter must be consistent with your brand tone. 

General or Standard Thank-You Letter For Receiving Donations

Try being specific and personal when writing appreciation letters. You can use standard templates and keep the letter to the point and simple. However, adding the donor’s name can spread positivity and make them feel more valued. 

Additionally, don’t shy away from mentioning the exact amount or gift type you received. Please ensure your donor thank-you letter specifies how the contribution impacted your cause for good. 

Sample Thank-You Note for Donations in the Form of Food Products

Many people make in-kind contributions, which are equally crucial as cash donations. They could consist of clothes, groceries, healthcare items, beauty products, etc., for people who need them. 

Your donor thank-you letter template must mention how the gifts helped you reach your goals. Whether you receive books for young kids from underprivileged families or some shoes for a senior citizen, people want to know why their contributions matter. 

Thank-You Letters for Donations of a for Contributing to the Animal Rescue Fund

This thank-you card for donation must be different from a standard template. You must tell the donor how their gift affected your goals positively with in-depth information. 

You can get many donors by sending personalized appeals to animal lovers. However, retaining them is crucial to keep your fundraising project afloat.

Donor Thank-You Letter for Long-Term Donors

When learning how to write a thank you letter to a donor, please note that you will encounter two types of donors: Long-term and short-term. Every message you write and send should be different for them!

You cannot treat a long-term donor who has been donating for years the same way as a person who donated once over the past six months. Employing donor retention tactics to keep valuable contributors and boost continued support is essential. 

These people have been supporting your nonprofit or charitable organization since the start or found you one day and stuck to it. Writing a letter is an excellent way to show how much you appreciate them!

Thus, your donor thank-you letter template for long-term and loyal contributors must be more personal and lengthy. You can pour your heart out to strengthen your bond and continue the association for many more years!

Nonprofits Thank-You Letter for Short-Term or Irregular Donors

Some people support you occasionally. However, their contributions still matter. They help you achieve your targets and boost your tasks. Therefore, you must keep in touch with them and win their trust. You can showcase how your charitable activities and fund collections have positively changed society. 

You can write a thank-you letter to donors who donate irregularly or only started donating recently using a friendly tone. Use welcoming language and convince them to be a more active member of your organization. 

Of course, you can write a quick note, saying “Thank you for your recent contribution.” However, it takes more than that to retain donors. You must go above and beyond the standard process to make them feel valued.

Donor Thank-You Letter Samples

Here are some samples for your reference:

General Donor Thank-You Letter for Contributors

Harley’s Charitable Trust

48 NW Abilene ST

Dayton, OH  45431

Date: April 25, 2024

To, 

Kelly Johnson

102 Nolan RD

Dayton, OH  45426

Subject: Thank you for your donation to our causes!

Dear Ms. Kelly, 

We have received your contribution of $600 toward our “Help the Needy” and “Rescue Mission” causes. Your valuable donation has brought us pretty close to our fundraising goal. Harley’s Charitable Trust values every donor and appreciates their support as we move ahead in our journey. Thank you for believing in us and motivating us to keep pushing daily!

[You can elaborate on your cause in the second paragraph, primarily the letter’s body. After the introduction, people expect to get more in-depth details. Thus, you can discuss how you plan on using the amount and the fundraising campaign’s end goal.]

People like you help us believe in humanity. You are truly making a broad difference in our firm, and we couldn’t thank you more!

Please reach us if you have any questions regarding donations or need more details about our causes. You can also write back at the address on the letterhead. 

We thank you and look forward to associating with you again soon!

Sincerely,

[Your signature]

Thank-You Card for Donation In the Form of Items.

[Your Letterhead]

Date: April 25, 2024

James Bower 

1489 2nd AVE

Pasadena, CA  91107

Subject- Thank you note for an in-kind donation.

Dear Mr. James,

We at [Organization’s name] received your in-kind donation on April 25, 2024. Your gift [explain the gift type] will enable us to feed at least ten families for the upcoming month. [Describe why your nonprofit firm has been collecting these items from donors. Also, mention where you send these products and why. Adding the place’s name can make your donor thank-you letter more credible. We will take an example of receiving packaged food products for needy people.]

We have been collecting packaged water and food items since 2016 to help people access basic necessities. Our firm started with its fundraising activities in Pasadena, but we also have many helpful volunteers in South Pasadena, Altadena, and San Marino. 

Thank you for contributing to our cause! We appreciate your ongoing support for the past three years. 

With your gift, we have reached a whopping 27% closer to our primary goal.

If you want to connect or have any questions- please contact us via phone at XXXX XXXX or email our office at abcd@abcd.com

Thank you again for helping our firm meet its goal and uplifting our society!

Sincerely,

[Your Title and Signature]

P.S.- You can volunteer at our Pasadena center this Sunday to raise awareness about our “Make This Place Better” campaign. Please reply with your answer at volunteer@abcd.com.

Thank-You Letter to Donors Who Donated to a School

Subject: [school’s name] students appreciate your contribution wholeheartedly.

Dear [donor’s name],

First off, from all of us at [school’s name], we want to say… Thank you! We just got your gift and are excited to do even more for our students.

Every year, we work hard to give our students the best education and fun experiences. But, with the expenses of school supplies and other stuff we need, it’s tough to make all the programs and events we want.

For this fundraiser, we’re aiming to [describe your fundraiser and what you hope to achieve, like fundraising for the big middle-school dance or fundraising to start a new sports team]. Thanks to your help, we’re getting much closer to our goal. We only have [how much money is left to reach our fundraising goal].

Your donation is going to our students, and they’re grateful. If you have any questions about how we’re using your gift or want more info on how to keep supporting us, feel free to get in touch. You can call us at [phone number] or visit our website [URL].

Thank you,

[school’s name]

Political Fundraising Donor Thank-You Letter Template

Subject: We’re having a fantastic season, thanks to you.

Dear [donor’s name],

We just got your donation of [donation amount] for our team, led by [politician’s full name], and I wanted to thank you myself. As you know, I am running for the [position] in the next election. My dream is to step into this role proudly and serve our community.

Your support, along with others, is what helps me and my team keep going. [Describe your campaign season- for example, if you’ve traveled to other towns or events you may have hosted]. Hopefully, in the end, we’ll get the results we all want.

I aim to bring you and other community members [list some of the changes you promised to make and other positive impacts] when elected.

People like you make the world better. If you want to know how we’re using your gift, or if you want to keep supporting us, feel free to get in touch. My team is here to help. You can call us at [phone number] or email our offices at [email address].

Thank you,

[candidate’s name]

[current position]

Thank-You Letter Sample for People Who Attended a Fundraising Event

Subject: Thank you for celebrating [fundraising event] with us.

Dear [donor’s name],

After [timespan] of planning and working on this fundraising event, it’s finally over. It is when we, [organization’s name], want to take a moment to properly thank you, whether you were a donor, a guest, or both.

We hope you had a great time at our event [describe what they might have done at your event, and this will depend on the type of event you have]. By being there and supporting us, you helped us raise [total fundraising amount due to the event]. It means [describe what you will do with the funds, be specific as to the type of actions you plan on taking].

Please fill out the quick survey attached to this letter to help us understand how our event went. Your feedback is valuable and will help us get better next time.

Feel free to reach out if you have any more questions about the event and its impact. You can call us at [phone number] or write to us at [email address]. We are here to help!

Thank you,

[organization’s name]

Thank-You Letter for Donors of an Orphanage

Dear Angela,

Thanks a lot for supporting XYZ Nonprofit! Your donation means a lot to the kids in our community.

Because of you, kids have a safe spot after school. Instead of being alone at home while their parents are at work, our kids play, do art, make friends, connect with adult mentors, and get better grades at our Homework Help Center.

Those three hours after school can change kids’ lives. Take our friend Kim, who is ten years old. Before she joined our program, she used to walk home with her little sister and stay inside until their mom returned. If she needed help with homework, she had to wait. But because of your help, we opened a program at Kim’s school. Now, instead of going home to an empty apartment, Kim and her sister go to XYZ Aftercare.

Kim puts it simply: “XYZ Aftercare is awesome! I did a coding class and finished my homework before going home.” Her mom adds, “She learns a lot! I was worried about leaving them alone for so long, but we couldn’t afford anything else.” Because of you, Kim’s family doesn’t stress about paying for this care, and Kim and her sister have a safe and fun place to go after school every day.

Thank you again for your ongoing support of our kids!

Sincerely,

[Your name]

Email Version of Your Donor Thank-You Letter

Dear Luis,

Thank you very much for your kind donation to XYZ Nonprofit! We value your dedication to the children in our community.

Here’s a picture for you. It’s a bunch of kids playing tug of war.

Caption: At a big city field day, the 4th graders at Blaine won the tug-of-war against the 4th graders at ABC. Thanks for cheering everyone on!

Thanks to you, we can care for 300 kids after school this year. They’re making friends, getting better grades, and having fun at our after-school programs in six different places across the city.

We couldn’t do it without you! Thank you.

Sincerely,

Kathy Agency Director

Thank-You Letter to Alumni for Their Contributions

Subject: Thank you for helping our future leaders.

Dear [donor’s name],

We at [school’s name] just got your generous alumni donation and wanted to thank you.

We’ve grown and have had many great students since you were at [school’s name]. Annually, we try to make fantastic memories and give our students the best education. But, even though we have some resources, things get more expensive, and it’s hard to keep up.

That’s why your donation is significant to us. Your gift helps us keep giving students a good life like the one you had when you were here. It’s support from alumni like you that keeps us going. And donors like you are the ones who know how valuable our school is for students.

Your recent donation will help us [describe what you will use the money for, like renovating the library or adding more spaces for students on campus]. Since you were a student here before, you probably already know how much that will mean for our current students, and they are grateful.

If you want to know how we’re using your donation, or if you want to keep supporting us, feel free to get in touch. You can call us at [phone number] or email our alumni offices at [email address].

Thank you,

[school’s name]

Capital Campaign Donor Thank-You Letter Template

Subject: [capital campaign name] has been a success. 

Dear [donor’s name],

After your recent generous donation, [organization’s name] wants to thank you. For [timespan], we’ve been putting in the effort to [describe your capital campaign. Mention your fundraising efforts and the main goal you’re working towards].

From the beginning, we knew this fundraising would be a big deal. Our goal of [Your end goal] is huge, so we’ve been working hard and reaching out a lot. We’ve already raised [donation amount raised]- and a big part of that is because of you.

Throughout everything, we couldn’t have done any of this without you. Without the help of our donors and supporters, none of what we’ve done or will do would even be happening. [Describe the situation if your capital campaign didn’t exist- for example, X many kids wouldn’t have access to water, and X species would already be extinct].

If you want to know how we’re using your gift, or if you want to keep supporting us, feel free to get in touch. You can call us at [phone number] or email our offices at [email address].

Thank you,

[organization’s name]

How to Send Your Thank-You Letter to Donors?

You can send your thank-you letter via email or the postal services. It depends on your budget and preferences. 

Though many businesses choose email because it is affordable and quick, most firms send direct mail. 79% of customers ignore or delete your emails at least 50% of the time. Thus, you should consider alternatives to send your donor thank-you letter. It ensures people read your message and continue donating to your causes. 

Otherwise, donors might feel ignored. You might send emails, but they might never read them. Preventing this situation by shipping handwritten letters is the best way to get their attention and keep in touch!

Also, you can use direct mail as a donor retention and engagement tool. You can advocate for other causes and convince people to donate more often. Some nonprofits ask contributors to become volunteers and vice versa. 

Getting a thank-you note for donation in the post is different from getting an email people must read on a screen. It is more personal and creates a nostalgic feeling. 

However, firms might find printing the letters and taking them to the Post Office for shipping a task. Additionally, they must deal with the extra workload and expenses. Their staff must stuff envelopes, affix stamps, and perform many manual activities. However, they can use automation to streamline these processes. 

PostGrid’s automated direct mail API ensures you prepare, print, and ship your thank-you letter to donors online. The best part is you only pay half or less than what you would originally spend.

More About How PostGrid’s Automated Mailing Services Can Assist You

PostGrid is a turnkey printing and mailing solution for firms in all industries. They can use our API to integrate direct mail functionalities into their CRM or website. Thus, they can send high-quality and responsive offline mailers without disrupting their daily workflows. 

Also, these API integrations help pull data from your systems within seconds. You can skip the trouble of copying and pasting files or uploading large documents to personalize letters. 

Our API allows you to get templates and personalize your donor thank-you letter. You can make changes whenever needed without contacting the printer ten times. This flexibility lets you send on-demand and bulk mailings. We allow you to send one or a million items under a single campaign—the choice is yours!

Another option you can select is our online dashboard. You can sign up on PostGrid and use our features immediately. Also, our starter package lets you send letters without investing much. It allows users to get started and experience our advanced capabilities. 

Also, some users install our automation software to send thank-you letter to donors via the postal services. We simplify the task and ensure your staff doesn’t have to do anything manually. Though flexible, you might need to upload your contacts to the program to send mail. 

Here are our best features: 

  • Address Verification: PostGrid offers address standardization and validation to allow you to send your letters to the correct mailing destinations. You can avoid reshipping and delivery delays by cross-verifying the addresses beforehand. It is best for updating old donor databases or contributors who donated recently. 
  • Variable Data Printing: Nonprofits can personalize their thank-you letter donor scholarship using this feature. They can modify the donor’s name, mailing address, donated amount, date, and other variables without hassles. This printing type makes your letter unique, allowing your recipients to feel appreciated. It informs people that you took the time and effort to write a personal letter instead of sending a general one. 
  • Real-Time Tracking: Senders can track all sent mailers whenever needed. They can access the dashboard and check the campaign progress. It lets them stay updated and follow up with recipients on time. 
  • QR Codes and PURLs: These response elements allow you to get higher response ratios. You can add custom QR codes and links to your donation thank-you letter to motivate people to respond. They can use these aspects to drop feedback or share their experience. Thus, you can gather user-generated content (UGC) to promote upcoming fundraisers. 
  • Mailing Options: Users can select their preferred shipping service, like First-Class, Express, Certified, or Registered Mail. They can choose one based on urgency and their mailing budget. 

Conclusion

A donor thank you letter allows you to express gratitude toward people’s generosity who support your cause. They keep your nonprofit or charitable organization running!

Sending thank-you messages ensures donors feel valued and know how you use their donations. They can track the impact their contributions made and plan to donate to upcoming fundraising events. 

However, you must know how to write a thank you letter to a donor to do it without mistakes. Your contributors must know that you are grateful for their support. Hence, personalize the messages instead of sending standard ones, saying “Dear Reader.” It can have a negative impact. 

We have shared many best practices you can employ to perfect the thank-you letter. Also, we have covered many samples to help you craft one based on the situation.

PostGrid can assist you in creating and sending the letters. You can use one of our letter templates to write and customize the message. Then, you can print and ship them whenever needed! We take care of all tasks from start to finish!

Contact us for more details about how to send a donor thank-you letter via PostGrid!