Writing a Thank You Letter to Donors: What to Say

Donation is one of the greatest acts of kindness that one could ever give. For a community to achieve positive development, it’s sometimes important to get support from donors and well-wishers. Anytime a donor gives out the donation, they will always put faith in the receiving organization/individual. Therefore, in order to keep them giving more donations, it’s very important that your nature and cultivate the relationships. One of the best and easiest way to make the donors feel appreciated is by writing them a thank you letter.

According to research, sending out a personalized thank you letter to your donors can increase their donation retention for up to 39%. This is because they feel their efforts are acknowledged and appreciated. Giving is one thing that brings comfort to the heart, soul, and mind. It’s an emotional decision that can never be ignored. When a person gives a donation, they often feel good. In order to improve their feeling, it’s prudent that you appreciate their generosity and kindness. Without much ado, let’s look at some helpful tips that can help you write a drop-dead killer thank you letter.

Tips to remember when writing a Thank you letter to Donors

As mentioned above, a thank you letter for donation is an important letter sent to a special heart. If there is one thing you would want to do is to make the letter memorable and impactful. You want the donor to feel appreciated and continue with your strong personal relationship. Therefore, the following tips will make you write such an engaging letter:

  • Make your letter prompt and organized

If you present yourself in a prompt and organized manner, the donor will be convinced that you are a good organization to work with. Every donor wants to work with an organized organization so that if they give their donation, it will be utilized well. This also gives you a leg up just in case you are dealing with a nervous donor.

  • Focus on appreciation

One common mistake most organizations do when writing thank you letters is to try to solicit for new donation, which is totally wrong. The sole purpose of writing thanks to your letters is to express sincere appreciation and gratitude. Remember, thank you letters are not reminders to donate again. If you think the donor would be interested in making further donations, it’s prudent that you send them a separate letter, other than the thank you letter.

  • Make it personal

The majority of experts will tell you to personalize your thank you letters as much as possible. Generic thank you letters can significantly affect the relationship between you and the donor. Therefore, you need to make them feel very special. So, how do you make your letter personal?

First, you can use the first person ‘I’ or ‘We.’ Secondly, you can address the donor using their names. This may make them feel that they are one in a million and not just a mere donor. Also, you can explain how the donation was impactful in your organization.

  • Demonstrate the impact

Here is where you need to apply your storytelling skills. However, make sure your stories are nothing but facts. Explain to your donor how the donation will be put into good use. Also, stress on how the donation has brought a positive impact to your organization’s mission, vision, and goals.

  • Re-read your letter

In order to make your letter get a warm reception, it’s advisable that you reread it once more. Rereading aloud helps you identify some of the errors made when writing. Also, it helps you make your letter sound friendly and casual.

  • Include a realistic signature

The other thing you need to avoid is to make your letter look computer-generated. One tool to make the letter realistic and legitimate is getting it signed by the organization’s management. This also makes the donor believe that the organization takes donations seriously.

  • Send your letters as soon as possible

Being prompt in your response is very important. In fact, it’s recommended that you send your thank you letter within the first week after receiving donations. This is another way of expressing how seriously you appreciated the gift or donation. Again, if you respond promptly, you reassure the donor that their donation isn’t lost, rather is with the rightful persons/organization.

Sample Letters & Examples

Dear [Donors name]

Thank you very much for the generous give you gave our organization on 3rd August 2020. We at Hope Children’s Home are very thrilled to have your support amounting to $4,000. Due to your donation, we are able to support thousands of orphans and street children.

The donation was used to buy gifts, refurbish the children’s dormitories, and pay other suppliers. On top of that, we have also build a home for 200 more children.

I can happily report that these children were more than happy and eager to receive the gifts we bought them. In as much as you were not present physically, know that you touched a child’s heart with hope and rejuvenation. A one-day street child can now put on clean shoes, clothes and sleep in a comfortable bed because of your generosity.

We humbly request you to create some time and pay us a visit. We will be glad to walk you around and see some of our developments. We like visitors, and since you are part of our success, we will give you the warmest welcome.

Steve Rodriguez, our Managing Director, is always available to meet new suggestions and ideas on how to improve our organization better. In this regard, should you have any questions, comments, or concerns, please feel free to contact him at [put phone number] or [put email].

In order to stay on loop for new notifications, please go ahead and sign to our newsletters at [email protected]

Again, that you very much for your generous donation. We are and will forever remain grateful.

Sincerely,

Steve Rodriguez

Managing Director,

Hope Children Home

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