Donors appreciate a prompt thank-you letter.
"Thank you!" Those two words will go a long way toward building good relationships with the donors for your event. Everyone likes to be recognized for hard work, time or monetary contributions. Writing thank-you letters shows your donor appreciation and should be a regular part of your fundraising activities. This is not only the respectful thing to do; it also helps you raise awareness of your organization and establish a strong support base.
Instructions
1. Write to a specific individual. Do not send a generic, one-size-fits-all letter. If a company made a donation to your event, thank the owner or company head who approved the contribution. Addressing your letter to an individual immediately personalizes it. Remember: Your goal is to made the donor feel great about her participation. Use language that is friendly and conversational.
2. Give thanks for the gift, restating its nature. Was the gift monetary? If so, mention the exact dollar amount that was given. Was it a gift in kind for services, supplies or equipment? Again, list the specifics of what was donated for the event. Many donors use thank-you letters for tax purposes.
3. Tell your donor how the gift will be used and why it is so helpful. Emphasize its importance in furthering your organization's goal(s).
4. Invite the donor to the event, if it has not yet been held. Or, offer an opportunity to visit your organization on another occasion. This is an extra courtesy and gives the donor a chance to see your work firsthand. It also holds the door open for future participation.
5. Include with your letter any programs or literature for the event that list the donor. This type of recognition helps establish additional goodwill.
6. Tell the donor that you will update her on future activities. If you have a website, include it in the letter. Thank her again for the contribution.
7. Mail your letter as soon as possible. Letters should be mailed within a day or two of the donation's receipt. At maximum, do not let more than a week go by without sending your thanks.
