Updated date:

How to Write a Thank-You Letter After Receiving a Donation

Oyewole Folarin loves writing greeting-card messages and helping others find the words they need for life's special moments.

Want to show your donor how grateful you are but can't quite find the right words? Read on for just the right messages to include in your thank-you letter or note.

Want to show your donor how grateful you are but can't quite find the right words? Read on for just the right messages to include in your thank-you letter or note.

How Best to Thank Your Donors

You can express gratitude to donors via emails, phone calls, and newsletters, but if you really want to show them how grateful you are and how much their financial support has given hope and a fulfilling future to those who need humanitarian assistance, why not consider a personalized handwritten thank-you letter to express your sincerest gratitude for their generosity?

Reasons for Sending a Thank-You Letter

Sending donors a thoughtful thank-you letter can strengthen the relationship you have with them, and it can secure your chances of receiving more charitable donations the next time you solicit their support.

Whenever you receive a donation for your fundraising campaigns, remember to send a thank-you letter to the donor as soon as possible. Their generous act makes it easier for you and your organization to provide social services to those who are living in the most vulnerable communities and who need humanitarian assistance.

Just as you would welcome a donation from someone, donors would also feel appreciated to receive a sincere thank-you letter acknowledging their financial contributions.

Here’s a guide on how to write a letter to help you express gratitude to a generous person who has donated money, food, and any other relief materials to support the humanitarian services of people like you.

Writing a Thank-You Note for a Donor

1. Decide how you want to send the thank-you letter: Will you print it on a letterhead paper and then send it through regular mail? Do you want to send your message via electronic mail (email)?

2. Brainstorm and decide what you want to say before writing the letter.

3. The sentences should be clear and concise: Make the content of the letter clear and understandable enough to the receiver. Use short and simple sentences to express your points.

Here are the basic things you should have in mind if you are in the process of writing an appreciation letter to donors:

  • Make a list of names and addresses of donors: Ensure that you have their correct name and title, including the amount of money that was donated and the date it was received.
  • Gather all necessary information: Make some notes for each of the people you are writing the letter to.
  • Decide what you want to say: Brainstorm and decide what you want to include in the letter. Give some examples of the positive difference they made in your community. What did they do that calls for a letter to be written? Was it donating money to support your foundation? Was it putting smiles on the faces of the most vulnerable people? Was it giving the children of the poor a fulfilling future? Was it donating to hospital or school facilities? Was it giving food to an orphanage?
  • Make a draft: What to include in the letter, the style of writing, and the tone will depend on how well you know the recipient. Letter to donors should have a formal tone.
  • Go over the draft: Look for messages that are irrelevant and that can be deleted.
  • Write the final letter.

Thank You for Your Financial Support

Showing donors how grateful you are can inspire them to do more.

Showing donors how grateful you are can inspire them to do more.

How to Write a Thank-You Letter for a Donor

Schools, churches, charities, and non-profit organizations can follow the seven steps below to help guide their thoughts about what to write in an appreciation letter:

1. Start with a salutation. You should address a donor by their proper name and title. For example: “Dear Mr. Jack,” “Dear Dr. Maxwell,” or “Dear Professor Philips.”

Use the donor's full name if you are unsure of their gender. For example: “Dear Folarin Oyewole.” Also, you can use “Dear Sir/Madam” if you don’t know the name of the person who gifted a donation.

2. Opening sentences: The first paragraph should clearly state why you are writing the letter. Remember to indicate the amount of money donated and the date it was received. For example:

  • “I am writing to sincerely thank you for your generous $400 donation to our humanitarian project for the less privileged, which our charity received on March 22, 2018.”
  • “Thank you so much for your generous donation of $500, which was received on February 22, 2018.”
  • “I am writing to say thank you for your generous gift of $100, which was received on March 22, 2018.”
  • “I want to take the time to express my gratitude to you for being part of our donor family, and to let you know that we wouldn’t have reached our goal without your generous gift of $1,000, which was received on February 22, 2018.”
how-to-write-a-thank-you-letter-for-a-donation-received

3. Use the second paragraph to express how much you appreciate their generous donation and how their contribution has made a positive difference in the lives of the people you serve. For example:

  • “We are so happy to have a kind donor like you. Your financial support will make it possible for us to continue creating an environment where learning and other social activities are fun for babies and children of the poor in our society.”

4. In the third paragraph, include additional details about their real difference in people’s lives. You can say something like:

  • “Without your financial contribution, we would not be able to give the less privileged a sense of belonging and hope for a better future.”
  • “Your commitment and continued contribution is the reason we are making a positive impact in the lives of the vulnerable children we serve.”

5. In the final paragraph, you should restate your thanks. You can say something like:

  • “Once again, thank you so much for your generous gift.”
  • “Once again, thank you for your kind and generous support.”
  • “Thank you once again for your contribution.”
  • “Thank you for your generosity.”

6. Signature or complimentary close: You can sign off “Yours faithfully” if you use “Dear Sir/Madam” in the salutation, and “Yours sincerely” if you use the recipient’s name in the salutation.

7. Sign your name. Remember to include your full name and title.

Donation Thank-You Letter Examples

Sample #1

10 Darlington Street
45811 MI Detroit
United States of America

February 26, 2018

Mr. Folarin Oyewole
8 Peterson Close
1234 Ibadan
Oyo
Nigeria

Dear Mr. Oyewole:

I am writing to sincerely thank you for your generous $[insert amount] donation to our cause for the less privileged, which was received on [insert date of donation].

We are so happy to have someone like you as part of our donor family. Your financial contribution will make it possible for us to continue creating an environment where learning and other social activities are fun for babies and children of the poor in our society.

Without your financial contribution, we would not be able to give every child and mother a better future. Once again, thank you for your kind and generous contribution.

Yours sincerely,

[append your signature]

Maxwell Cosby
Project Manager
[insert name of charity]

Sample #2

10 Darlington Street
45811 MI Detroit
United States of America

February 26, 2018

The President
Golden Gate, Inc.
8 Peterson Close
1234 Ibadan
Oyo
Nigeria

Dear Sir/Madam:

I am writing to express our profound gratitude to you, although I know that just saying "thank you" is not enough to express our appreciation for your kind donation of $[insert amount], which was received on [insert date of donation].

We are happy to let you know that we can now continue serving the most vulnerable people by providing shelter, clean drinking water, and nutritious food for the less privileged.

Without your financial donation, we would not be able to continue our work of empowering over 50,000 people each year to live more fulfilling lives. Thank you again for your commitment and generosity.

Yours faithfully,

[append your signature]

Maxwell Cosby
Project Manager
[insert name of organization]

Sample #3

10 Darlington Street
45811 MI Detroit
United States of America

February 26, 2018

Dr. John Paul
8 Peterson Close
1234 Ibadan
Oyo
Nigeria

Dear Dr. Paul:

I want to take the time to say thank you for being the most generous donor any charity could hope to have. Thank you for your commitment and generous $[insert amount] donation to our [charity/hospital/school/orphanage/church/mosque] on [insert date of donation].

We would not have accomplished our mission, especially saving the lives of the elderly and orphans, providing safe drinking water, reconstructing and maintaining school buildings in the most vulnerable communities, providing nutritious food for malnourished children, and giving hope to every mother and baby.

Once again, thank you for your generosity over the past four years.

Yours sincerely,

[append your signature]

Maxwell Cosby
Executive Director
Hope Foundation

© 2018 Oyewole Folarin

Related Articles