How to send the best personal thank you to a donor

As mentioned in the previous post, thank you letters are critical in creating and maintaining successful donor relationships. Failing to thank a donor properly may harm your reputation so drastically that you will never truly recover. In an effort to avoid this, the following post is designed to help you construct the perfect thank you letter.

·         A thank you note should be kind in nature and filled with expressions of gratitude and appreciation.

·         It is ideal to send thank you notes on what is deemed “social stationery”. Social stationery is high-quality notepaper in either ivory or white, with either a monogram or name on the front. Though it may seem appropriate, notecards with an embossed ‘thank you’ are not suggested.  

·         Handwritten notes portray a stronger sense of warmth and personal gratitude than the business-style typed letter. Given the time, money and commitment the donor is graciously giving, a handwritten thank you is most appropriate.

·         Sending electronic thank you notes is not appropriate as they lack class, warmth and generosity.

·         Your salutations and closing will be determined by your relationship with the donor. “Sincerely” or “Cordially” are best for a warm and personal gratitude. When signing, always use your first and last name.

·         Tips for writing a business thank you:

o    Make it personal – use the pronouns ‘I’ and ‘you’

o    Be yourself – make the letter conversational and friendly, while also keeping it polished and professional

o    Avoid clichés and use personal phrases in place

o    Use correct spelling and grammar

o    Be specific