We all have different reasons for writing a letter – and so do fundraisers. As you must have already noticed, behind every letter is a purpose; for fundraisers, ‘Thank You’ letters are the most important. Some persons may choose to counter this since it is not a piece put together to ask for funds.
But then, being appreciative will present you as a thoughtful person to donors and even keep you in their good books. This alone can open the portal for a long-term relationship with your donors. More so, they will be very keen to join your fundraising campaign in the future.
In view of the foregoing, you, as a fundraiser, cannot afford to undermine the relevance of sending a Thank You letter to your donors. This is why you should spare some time to read tips on how to go about it in this article.
An excellent donation ‘Thank You’ letter must be about gratitude and nothing more. You should not be drawn into introducing any other kind of solicitation, even if your fundraising goal is yet to be accomplished. The letter is meant to make the readers understand how valued their donation was in actualizing your fundraising cause.
You might have come across a supposed donation ‘Thank You’ letter sample where the writer found a way to inject some form of request. This is very common in the event where the fundraising goal is not met as the final day draws close. However, such a thing is not right as it defeats the purpose of saying “Thank You.”
The reader can conclude that the letter was only sent to make more requests – whether for volunteering or express fundraising. Even if you intend to appeal for more funds from those that have already donated, you should do it through other means – not via a donation ‘Thank You’ letter.
The donation thank-you letter should have an appropriate structure, including the introduction, body, and conclusion. You should not forget to input your address, the receiver’s address, and the salutation. Your introduction doesn’t have to follow the conventional format of “We’re writing to say Thank You!” – that’s rather bland and overused. You should consider starting with a story related to the charitable project your team has embarked on.
The story can be about how a vulnerable individual was made to hope again due to your intervention. In most cases, the introduction – storyline – in a donation ‘Thank You’ letter merges (with) or flows seamlessly into the body.
So, as you wrap the story up, you make the readers (donors) realize how the project wouldn’t have been possible without them. Then, you proceed to express gratitude for their contributions/commitments.
The letter’s conclusion can be used to buttress your mission and also communicate value. Consider this line for an example, “We are committed to keeping impacting lives positively through the generosity of donors like you. Thank you once again for coming through this time”. A complimentary close should be included, even as you affix your signature.
The tone you use in a donation ‘Thank You’ letter also matters – a conversational tone is the best here. Your letter has to reflect a personable and warm feel to drive engagement. Using ‘You’ is also recommended when writing a donation ‘Thank You’ letter to the donor. The chances of developing a positive vibe or bond with your supporters or donors are boosted when you keep the tone conversational. Also, try to mention the donor's first name at some point.
You should never forget that you are writing to engage your reader – and not bore them with some technical jargon. Your writing should not be belaboured or such that would turn the reader off. Consider writing to naturally draw a response from the one you’re communicating with.
A donation ‘Thank You’ letter should be as simple as possible. This simplicity should cut across the use and length of words. The letter is not the type to keep long, complex sentences that might leave the reader confused. You should understand that the reader may not have much time to spare reading the letter.
So, you should keep the letter short, simple, and straight to the point. The content of your letter should be expressive and easy to digest. Writing your letter with the reader in mind increases the probability of your letters – whether ‘Thank You’ or fundraising letter – being read in the future.
The classification or segmentation of your donors’ list is the first step you have to take when preparing to write a donation ‘Thank You’ letter. This is because your donor base consists of people with varying giving capacities and maybe loyalty. It would be illogical to send a similar message across the board.
You should sort out the list to distinguish loyal donors from new ones. After that, you can draft a message template for the two groups and then infuse some personalized vibe.
In the long run, a properly segmented donor list will ensure that you send the correct letter to the right (intended) person. Plus, the writing and sending of donation ‘Thank You’ letters will be done in an organized and prompt manner.
Simply saying “Thank You” to donors through your donation page on social media won’t always be enough. The exercise should be consolidated by sending a well-written “Thank You” letter that carries your brand element. Your letter should be focused on the reader and primarily on expressing gratitude.
Also, it is a medium through which you help donors realize how valuable their donations have been to the charitable project. From the foregoing discourse, it is apparent that a donation ‘Thank You’ letter is not a piece to be haphazardly put together. We hope you will take the tips in this article to heart and make the letter good.