Thanking your Donors: How to Write A Letter (With Templates)
Writing a sincere and meaningful donation thank-you letter is a crucial part of the fundraising process. In doing so, you’re able to express your gratitude and nurture a relationship with everyone who’s supported your cause.
Good communication with donors doesn’t just help them feel good; it can even lead to additional donations, as people are more likely to donate again if they’ve received a personal thank you.
We believe thanking your supporters is a must. That’s why we’ve put together this guide on how to write a donation thank-you letter, along with several donation letter templates for inspiration.
Six tips for writing a donation thank-you letter
Creating a thank-you letter isn’t just the right thing to do morally, it can also help you to boost donations and raise more money for your chosen cause – everyone’s a winner!
Here, we share some top tips on how to say thank you for your donations, so your donors feel valued.
1. Being prompt can lead to more donations
When someone donates to your fundraiser, think of it as the beginning of a conversation. A timely thank you demonstrates your dedication to the cause and shows gratitude for the help you’ve already received. If you can, send a thank-you letter within 48 hours of receiving each donation.
Need a little inspiration? You can find a thank-you donation letter template that suits your needs in the next section of this article.
2. Be sincere and you will inspire people to give
Instead of simply saying “thank you” to donors, find ways to make your letter come to life. It could be as simple as including an inspirational quote that’s relevant to your fundraiser or offering a brief personal story.
Questions you may consider include:
- What did their donation mean to you personally?
- How will their donation impact the beneficiary?
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
An important part of your thank-you letter is showing exactly how the donation has contributed to your fundraiser. Show donors that their money is going to good use. Describe what each donation has helped you accomplish, and keep your donors in the loop about future plans.
Phrases that show a donor’s impact at every donation level:
- “This $10 will help pay for 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 neighbouring state”
- “This $1,000 will buy a water purification system to bring clean water to over 20 families”
4. Add a personalized touch
Generic thank-you letters can hurt the relationships you’ve developed with your donors, which is why it’s important to personalize the donation letter templates we’ve listed below.
Use a few simple tricks to make them feel like a VIP donor, such as highlighting that the value of their support is beyond monetary and including details specific to their donation.
You can also include a signature to help personalize the letter. This can either be done by hand if you’re printing the letters out to mail them or you can insert your signature into the document if your word processor facilitates it.
Easy ways to personalize a donation letter:
- Use the second person “you” and the first person “I” and “we”
- Address the letter to the donor’s full name. Alternatively, you can use their given name for a more informal, friendlier tone (if appropriate)
- Include the donation amount and the date it was given
- Explain how their donation made an impact
5. Thank people for attending fundraising events
Another top donation letter tip is to send a thank-you letter to everyone who attended the fundraising event you organized. This is a great way of recognizing their invaluable support and contribution to the event. Plus, even if they haven’t donated yet, this letter could prompt or remind them to donate.
Check out the thank-you letter template for fundraiser event attendance below to get started.
6. Reread your letter
To make sure your thank-you letter reads well and comes across with the sentiment you intended, read it out loud before you send it.
Ask yourself if you would want to receive this message. You want your letter to sound casual and friendly, but it should also be thoughtful and free of errors. Spell-check everything you write.
It’s also a good idea to get someone else to read your letter for you, as a fresh pair of eyes can help to identify mistakes.
Use these donation thank-you letter templates
Here are some simple donation letter templates to start with. Be sure to add a personal touch, customizing each letter for its recipient.
Thank-you letter for donation template
Dear [donor name(s)],
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 support has played an important role in our fundraiser’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].
Remember, it’s still not too late to donate if you haven’t already. Any donation you make at this stage can have a huge impact on our fundraiser total.
With gratitude,
[handwrite your name and fundraiser name]
Donation thank-you letter template for a business
Dear [business 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
Along with writing thank you letters, there’s a number of different ways you can really add a personal touch to your fundraising journey and connect with donors. This starts at your fundraiser story. It’s the place where you can really tell your story as to why you’re fundraising. Include as much detail as you feel comfortable with about why the cause is close to your heart and what you’re doing to raise money. You can include pictures and video here, too. A personal GoFundMe story will capture the eyes (and hearts!) of potential donors and really help the feel connected.
Remember to post your GoFundMe on social media each time you have an update – and post updates to your page too. This is important in building relationships with donors as it helps them feel like they are on the journey with you and keep connected. And of course, as this blog says, it’s very important to thank the people contributing to your journey.
For more crowdfunding advice, check out these tips and ideas.