How to write a thank you letter for a donation (free template!)

Expressing gratitude can increase donor retention and help your nonprofit foster a strong relationship with your community for years to come. But when should you send a thank you letter, and what should it say? 

In this article, we'll explain how to write a thank you letter for donations, including what to write, which tone to use, and how to effectively express your gratitude after a successful campaign.

Why are thank you letters for donations important?

Did you know that first-time donors who receive a thank you note within 48 hours of giving are four times more likely to continue supporting that organization? Here’s why: When donors receive a timely acknowledgment, it reassures them that their contribution is seen and valued. 

Moreover, a prompt thank you and an immediate donation receipt demonstrate that your organization is responsive and organized, which can increase donors' trust and may encourage future donations.

How to write a thank you letter for a donation in 3 steps

Step 1. Personalize 👋

Before writing your donor thank you letter, whether by hand or digitally, you’ll need some essential information to personalize your message. 

Using a nonprofit CRM can help you keep track of donors’ giving history and previous activities as well as notes about any specific connections this supporter has to your organization you may want to reference. 

🌟 Pro tip: With Givebutter's contact management features, you can save time using merge fields to easily include donors' names, donation amounts, and other important details in your thank you emails, text messages, and direct mail.

Step 2. Customize ✨

Once you’ve decided on the format and gathered the necessary information, it’s time to craft your message by following this simple formula:

• Introduction: Be sure to use the donor's name so the letter immediately feels personal and welcoming—no generic “Dear friend” greetings!
  
• Details: Share gratitude for their support thus far, acknowledge their generous gift, and include details about how they positively impacted your mission.
  
• Closing: Sign off with a warm closing—"Sincerely,” or "With gratitude.” Add your signature and always include your name, title, and contact information. 

Step 3. Inspire 🚀

Though the primary purpose of writing thank you letters for donations is, of course, to show gratitude, the best messages will inspire further action and connection, too. Before sending off your letter, think about inviting supporters to:

• Continue connecting: To deepen your relationship and increase your donor retention rate, finish your thank you messages with an invitation to engage with your organization, like signing up for your monthly newsletter or following you on social media.
  
• Watch your campaign progress: If your fundraising campaign is still live when you send your gratitude, encourage supporters to follow your progress on your fundraising page. Your community can see you inch toward your goal in real time, knowing they played an important part!
  
• Give feedback: Want your supporters to feel truly valued? Ask for their input on the donation process—you’ll be able to improve your fundraising strategy and show them they’re integral to your team at the same time.

Free thank you letter template and examples

Now that you know what to include, it's time to put it into practice. We’ve got a free donation thank you letter template you can customize for your organization, plus other top tips for fine-tuning your donor follow-up using Givebutter. This freebie also includes two sample thank you letters based on actual Givebutter campaigns!

Freebie alert!

Download free donation thank you letter template and samples ->

Thank you for the donation letter best practices

The steps we’ve outlined so far are basic guidelines to follow. To really make your thank you letter count, you’ll want to incorporate a few more best practices:

• Include a postscript ✨ If possible, include a P.S. with a personal note in your thank you message for the donation. A postscript is often unexpected and can catch the recipients' attention.‍
• Be prompt ⏰ In general, nonprofits should aim to send thank you letters within two days following a contribution. That’s why it’s essential to set up automated donation receipts so donors immediately receive important tax information and a custom thank you.‍
• Add a real-life story 💓 Generosity increases when supporters personally connect with a cause. Include a short anecdote about how the donor’s gift made a difference in someone's life.‍
• Think about the details 🤔 Whenever possible, add personal information about the donor in your letter. It may be how you met at a recent fundraising event. Maybe it’s something you have in common—you root for the same sports team or went to the same high school—or a shared experience like volunteering. 

Thank you note for donations FAQs

How do you say thank you for generous support?

Here’s how to express gratitude to your donor for their generous support:

• Address the donor by name: Avoid generic salutations like “Dear friend” or “To whom it may concern.” ‍
• Get specific about why you’re thanking them: Whether it’s their time, a generous donation, or even promoting your campaign on their social media, it’s important to acknowledge how they contributed to your organization. ‍
• Provide other opportunities for engagement: Invite them to an upcoming event or offer ways to stay connected in the future.

Should every thank you include a handwritten note? 

Some experts suggest that handwritten thank yous are a lost art and will be better received than digital messages. While handwritten notes offer a nice, personal touch—particularly for recurring or major donors—don’t feel pressured to write a pen-and-paper letter every time.

Here’s why: The best donor thank you letter is the one that you will actually send. In other words, waiting weeks (or months) to follow up because you’re pressuring yourself to write each message by hand will not create a positive donor experience.

When should I thank a donor?

You should thank a donor as soon as possible but don't worry if you can’t make it within that 48-hour timeframe. Sending the letter matters more than the timing. 

How do you write a thank you letter for donations?

Templates, templates, templates! Whether you're sending donor acknowledgment letters via email or snail mail, keep templates on hand to save time and streamline the process.

What is an example of a donation message?

Dear Gina,

I cannot thank you enough for your generous contribution of $150 to our year-end fundraising campaign. Your gift will go a long way toward ensuring everyone in our community has safe, adequate housing. 

Our team hosts a donor appreciation dinner in February, and I would like to extend an invitation for you to attend. It’s always a great evening, and I hope you can join us! I’ll follow up with more details soon.

Once again, thank you for your generosity. We couldn’t do this work without the support of our caring community. 

Warmly,

Pat O’Butter

Executive Director, Butter World

P.S. Also, Gina, please join us on social media to stay up to date with our latest news and wins [Link]! 

Express your gratitude in new ways with Givebutter 

Letters of appreciation for donations that are personal, prompt, and creative are highly effective at turning first-time givers into recurring and major donors.

Whether sending via email or snail mail, you can elevate thank you notes for your donors using Givebutter's built-in Canva integration to add eye-catching graphics. Plus, our email marketing and donor management tools enable you to automatically add essential donor details to each letter, such as name, donation amount, donation date, and more.

See how easy it is to launch a campaign and seamlessly thank your donors. Sign up for your free Givebutter account today!