How to Write a Great Charity Thank You Letter - 10 Top Tips
The charity thank you letter is possibly the most important communication you can have with your donor base, whatever size your charity is and however many or few donors/supporters you have. Not saying thank you is the worst "charity crime" you can commit! And a poorly written thank you letter is really not good either! Using the thank you letter as a further opportunity to develop your donors, however, is absolutely vital and a key reason for making sure that your thank you works for you. Follow our simple 10 Top Tips to create that special thank you letter:
Once you have received that all important donation:
1.DO check the donor's details! This may be stating the obvious, but donor irritation can be avoided if you make sure you use the correct spelling of their name and the correct title. If you are in a hurry, this can happen! So give yourself time to check the correct details.
2.DO create the thank you letter immediately you receive the donation, or if this is not practical, no later than 3 days after you have received it. Keeping the donor waiting for a thank you is really not good relationship building - and that is what charity fundraising is about!
3.Do begin your letter using the donor's name, ie Dear Fred or Dear Mr Bloggs - not Dear Sir or Dear Madam etc.
4.Do say thank you in the very first paragraph, making sure you mention the amount donated and how it was raised, and for what purpose (where relevant). If they have donated an amount which is ring-fenced for a specific item or project, assure them it will be used for that particular purpose.
5.Do mention in this first paragraph how grateful you are for their commitment to your charity.
6.Do add a personal note if you know the donor well eg "It was good seeing you at XYZ event/place and I was so pleased to have the chance to catch up with you."
7.Do use the next one or two paragraphs to highlight a case history or a touching story which showcases your charity's work, saying how important their donation is in impacting on this work.
8.Do include an invitation to them to visit your charity (if appropriate). This will help to cement their support for your work.
9.Do say a further thank you in the last paragraph, saying how you appreciate their involvement.
10.Do ensure the Manager or the Fundraiser who has the donor relationship signs the letter. This is important in continuing to develop the relationship with the donor.
Toni Hasler, the author of this article, has 25 years experience in Fundraising and the Charity and Non-profit Sector, including working internationally in various countries in the world. Currently based in the UK, Toni is currently working as a Fundraising Consultant, offering training and mentoring services, primarily to small charities. Toni shares her in depth experience with charities everywhere through her website http://www.support4charities.com. Follow Toni at Twitter @support4charity
Once you have received that all important donation:
1.DO check the donor's details! This may be stating the obvious, but donor irritation can be avoided if you make sure you use the correct spelling of their name and the correct title. If you are in a hurry, this can happen! So give yourself time to check the correct details.
2.DO create the thank you letter immediately you receive the donation, or if this is not practical, no later than 3 days after you have received it. Keeping the donor waiting for a thank you is really not good relationship building - and that is what charity fundraising is about!
3.Do begin your letter using the donor's name, ie Dear Fred or Dear Mr Bloggs - not Dear Sir or Dear Madam etc.
4.Do say thank you in the very first paragraph, making sure you mention the amount donated and how it was raised, and for what purpose (where relevant). If they have donated an amount which is ring-fenced for a specific item or project, assure them it will be used for that particular purpose.
5.Do mention in this first paragraph how grateful you are for their commitment to your charity.
6.Do add a personal note if you know the donor well eg "It was good seeing you at XYZ event/place and I was so pleased to have the chance to catch up with you."
7.Do use the next one or two paragraphs to highlight a case history or a touching story which showcases your charity's work, saying how important their donation is in impacting on this work.
8.Do include an invitation to them to visit your charity (if appropriate). This will help to cement their support for your work.
9.Do say a further thank you in the last paragraph, saying how you appreciate their involvement.
10.Do ensure the Manager or the Fundraiser who has the donor relationship signs the letter. This is important in continuing to develop the relationship with the donor.
Toni Hasler, the author of this article, has 25 years experience in Fundraising and the Charity and Non-profit Sector, including working internationally in various countries in the world. Currently based in the UK, Toni is currently working as a Fundraising Consultant, offering training and mentoring services, primarily to small charities. Toni shares her in depth experience with charities everywhere through her website http://www.support4charities.com. Follow Toni at Twitter @support4charity
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