Thank You Letters: A Simple Way to Make a Big Impact

Promptness Matters

One of the most crucial aspects of a thank you letter is its timeliness. Send your thank you letters promptly, ideally within 48 hours of receiving the donation.

Personalize the Letter

Begin your thank you letter with a warm and personalized greeting. Address the donor by name to show that you recognize their individual contribution and value their support. If possible, refer to the specific campaign or initiative they contributed to.

TIP: Tailor your letter based on if the person is a first-time or recurring donor for your organization.

Express Genuine Gratitude

Open your letter by expressing your sincere gratitude for the donor’s support. Be specific about the impact their donation will have on your nonprofit’s mission and the beneficiaries it serves. This is different than a business email; use a warm tone and appreciative language to convey your thanks.

EXAMPLE:

“Dear [Donor’s Name],

 

I want to express my deepest gratitude for your generous contribution of [Amount] to [Campaign Name]. Your support means the world to us and will make a significant difference in the lives of those we serve.”

Highlight the Impact

In the body of your letter, briefly share the impact of the donor’s contribution. Let them know how their support is making a positive change through your nonprofit’s work. Use concrete examples, statistics, or success stories to paint a vivid picture.

EXAMPLE:

“Thanks to your donation, we were able to provide [number] families with essential food supplies during these challenging times. Your generosity has brought smiles to their faces and hope to their hearts.”

Share a Story

Weave a compelling story into your thank you letter to showcase the real-life impact of your nonprofit’s efforts. Stories create an emotional connection and resonate with donors on a personal level. Highlight an individual or community whose life has been transformed by your organization.

EXAMPLE:

“Let me introduce you to Sarah, a young girl whose life was changed by your generosity. Thanks to your support, Sarah now has access to quality education and a brighter future ahead.”

Acknowledge the Donor’s Role

Make the donor feel like a valued part of your nonprofit’s community. Emphasize that their support is integral to your organization’s success. Express your hope for a continued partnership in achieving shared goals.

EXAMPLE:

“Your belief in our mission is inspiring, and we are grateful to have you as a partner in our journey. Together, we can continue to make a lasting impact.”

Offer Recognition

Consider acknowledging donors in a meaningful way, such as listing their names in your annual report, on your website, or in a dedicated newsletter section. Public recognition can be a powerful motivator for continued support.

Include a Non-Monetary Call to Action

In the closing of your thank you letter, extend a call to action that is not about donating to encourage ongoing involvement and relationship-building. Invite the donor to stay engaged with your nonprofit in various ways, such as volunteering, subscribing to your newsletter, attending events, or following you on social media.

EXAMPLE:

“We invite you to stay connected with us by volunteering at our upcoming event or joining our mailing list to receive regular updates on our work. Your continued involvement is invaluable to us.”

Proofread and Format

Ensure your letter is well-written, free of errors, and easy to read. Try reading the letter out loud to yourself or another staff member to make sure it is conveying your gratitude genuinely.

Sign with a Pen

End the letter with a warm closing. If the letter is typed, end with a handwritten signature as well, ideally from a key figure within your nonprofit, such as the executive director or board chair. A personal touch adds authenticity to your thank you letter and demonstrates that you value their time and contribution.

A well-crafted thank you letter is not just a formality; it’s an opportunity to convey the profound difference your donors make. By promptly expressing gratitude, sharing impact, and personalizing your message, you can inspire donors to continue supporting your nonprofit’s mission. Building and maintaining strong donor relationships through thoughtful thank you letters is a key element of nonprofit success and sustainability.