Saying “Thank You” to your Campaign Donors

Sending out thank you letters is one of the most important pieces of communication you will send to your capital campaign supporters. Thank you letters say so much more than a simple thanks. They are tools your organization can use to make your supporters feel appreciated, communicate how their donation will be used, and interact with your supports in a warm and personable way.

If you’re not sure where to start with thank you letters for your organization, here are a few tips and samples to help you get started.

What to include in your Thank You letter:

Personalized Language

If possible personalize each thank you note to meet the gift that was given when possible. Sometimes this isn’t possible for every donor, but at least address the letter to the support by name.

Warmth and Emotion

The last thing your donors want is a cold thank you letter that feels like it’s ben recycled 1,000 times. If you can, be warm and caring about the supporter you’re reaching out to. They took the time to support your cause. It’s important to communicate how important their support is to your organization.

A Thank You

While it may seem basic, don’t forget to say thank you in your letter or note. A thank you letter is not the time to ask for more donations, or to rehash your vision for your organization.

Get to the Point

While it might be tempting to send a long letter with your organization goals and plans for the future, keeping it short and to the point is best. Don’t make the letter longer than it needs to be.

Be Prompt

It’s good, especially with larger gifts, to send out two rounds of thank you notes with each gift. When you first receive the gift, sending out a quick email, text or phone call to acknowledge the gift was received, followed by a formal letter signed by the president, executive director or board member. Don’t wait to acknowledge a gift. Supporters want to hear their gift is valued and received!

Short Personalized Thank You Sample:

Dear David,
Your support for our organization has been unmatched. You have given so much of your time, support and supplied us with invaluable connections. Our team was blown away by your generous check. We are so appreciative of your continued support. With your gift, we can continue to make a difference in the lives of so many.

Thanks again,
Real Person’s Name

Formal Thank You Sample:

Dear David,
Simply saying thank you for your generous gift to our organization just doesn’t seem like enough. Our team considers ourselves truly blessed to have supporters like you. You have enabled our team to continue helping the entrepreneur community.

The entrepreneurs our organization helps take a risk when they set out to make their dreams a reality. Through supporting start-ups with networking and education, you are helping these new businesses come alive. Your generous support has enabled us to host more than 300 people who have attended our educational events in the last year.

Thank you again for your support. If you have any questions about our organization, please don’t hesitate to contact me via email ([email protected]) or phone, (XXX) XXX-XXX.

(Real Signature if possible)

Real Person’s Name

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