Donation Thank You Letters Templates
What to Include in a Donation Thank You Letter
Showing gratitude for a donation is essential. It helps nurture your relationship with donors, makes supporters feel valued, and plays a key role in donor stewardship. However, gratitude only has its intended impact when it’s done thoughtfully.
Using donation thank-you letter templates and best practices can help ensure your message resonates. Below are key elements every effective thank-you letter should include. You can also explore additional ways of thanking a donor for further inspiration.
1. Use the Donor’s Name
Addressing donors by name adds a personal touch. Generic greetings like “Dear Friend” can feel impersonal and may make donors feel undervalued.
2. Send It Promptly
A timely thank-you reinforces positive feelings and prevents donor remorse. Aim to send your letter within 24–72 hours of receiving the donation.
3. Send It From a Person
Thank-you letters feel more meaningful when they come from an individual rather than an organization. Using the name of a senior leader or recognizable figure adds authenticity.
4. Show the Impact
Use the letter to explain how the donation supports your mission. Donors want to know their gift makes a difference—be specific about how their contribution will be used.
5. Be Warm and Friendly
A thank-you letter should feel good to receive. Keep the tone sincere, welcoming, and human—avoid language that feels stiff or overly formal.
6. Use Donor-Centered Language
Focus on the donor, not your organization. Use “you” more than “we” and emphasize what the donor made possible rather than what your organization does.
7. Avoid Empty Jargon
Industry-specific language may be familiar internally but confusing to donors. Keep your message clear, simple, and accessible.
8. Reference Their Giving History
If a donor has supported you before, acknowledge it. Recognizing loyalty shows donors that you remember and value their continued commitment.
9. Add Personal Touches
Handwritten notes, signatures, or short personal messages can significantly increase the emotional impact of your letter.
10. Offer Ways to Connect
If a donor wants to learn more after reading your thank-you, make it easy. Include contact information, your website, and social media links when appropriate.
11. Don’t Make Another Ask
A thank-you letter should never double as a fundraising request. Keep the focus entirely on appreciation.
12. Include Quotes and Stories
Authentic stories or quotes from people your organization serves help humanize your impact and create an emotional connection.
13. Add Appropriate Visuals
Photos, videos, or simple graphics can help donors see the impact of their generosity—especially in digital letters.
14. Keep It Concise
Avoid long blocks of text. A clear, concise message is more likely to be read and remembered.
15. Include a Tax Receipt
The IRS requires a tax receipt for donations over $250, but issuing receipts for smaller donations is also a best practice. Many donors rely on them for record-keeping. If you need guidance, see how to write a donation receipt.
A strong thank-you letter does more than acknowledge a donation—it builds trust, deepens relationships, and encourages long-term support. By including these elements, you ensure your gratitude is meaningful, memorable, and effective.