Want to know how to make your thank-you letter for donations pop so much that your donor might actually seek you out at an event, cross the room, and gush about how much they loved it? Now, that’s our target.
Because when you can write a letter that moves people like that, your donors won’t just stick around—they’ll stay for the long haul. Surely, longer than other donors!
Why do donors stop giving?
Donors stop giving for a few reasons. But what did IMPACTS Research find out? Based on responses from 98,000 previous donors who gave between $250-$2,500 annually but didn’t make another gift to the same nonprofit organization, what is the #1 reason donors stop giving?
#1 No acknowledgment from nonprofits.
Penelope Burk, author of Donor-Centered Fundraising, has spent nearly 20 years uncovering what donors want most—and it’s simple:
- Thank you.
- Confirmation that their gift is working as intended.
- Measurable proof that their gift is making a difference.
That’s it. Just genuine appreciation.
With great donor management software like RallyUp, sending thank-you letters becomes effortless. They’re sent right away—automatically—after every single donation.
What are other reasons donors STOP GIVING, you may ask?
#2. Not asked again
#3. Lack of communication about the impact of gift
#4. Failed intent (donor forgot)
#5. Gave to another organization instead
Why thank-you letters for donations matter
Let’s take a quick trip down memory lane—think about the last thank-you note you got. Was it a measly three sentences: “Thanks for the thing. I appreciate it. Signed, Someone.” Sure, it’s something, but it’s barely anything.
So, think of 3 reasons to thank your donors…
1. Your donors will feel how much you care.
2. Your mission stays top of mind.
3. Donors are way more likely to give again.
Now, picture this: You brought in 960 new donors last year. Sounds awesome, right? But —those 960 will dwindle down to 202 this year and only 100 next year. Fast forward five years, and you’re down to just 10. Yikes!
Nonprofits hustle to get donations, but what is the worst thing charities can do?
Forgetting to thank the people who made it all happen. People who have given in the past are very likely to donate again—especially if they feel appreciated. Plus, thanking them is just the right thing to do.
So, let’s show some gratitude! They deserve it, and so does your mission!
Assure donors that they made a good decision. A cold, formal receipt? Not gonna cut it.
And don’t wait forever to thank them—get to it ASAP!
- Keep it short and sweet.
- No long-winded sales pitches.
- No asking for more.
- Don’t be stiff, and don’t leave them guessing about where their money’s going.
- Get a high-ranking person to sign it if you can.
- But the most important thing? Be willing to be a real person. Wear your heart on your sleeve!
When you’re authentic, people notice. It builds trust and creates a connection – like this:
“And by the way—you’re remarkable for sticking with me, and you’re spending this time on a busy time of year.”
Can you make your donors feel just as awesome? Write them a letter and say, “You’re incredible! Let me count the reasons why you are incredible!”
We’ll share at the end “donation thank-you letter” templates so you can customize them accordingly.
How to set up a good donor thank-you letter?
Greeting
“Hey [Name]”! Or, if you prefer, “Dear [Name]!”
Keep it warm, friendly, and personal. Use the donor’s first name unless you’re working in a more formal vibe.
Shout-out for the donor’s generosity
Big thanks for your generous gift! We want to shout it from the rooftops because you’ve made a real impact. Your support means everything to us!
Shout-out for the good their donation will do
Here’s how your donation is going to work wonders: [Insert specific impact]. Because of YOU, we can [describe action], and that’s going to change so many lives.
A story of impact (optional)
Let me share a quick story that shows the power of your donation: [Insert story]. YOUR donation is helping us make a massive impact on [describe person or situation], and it’s all thanks to your generosity!
Repeated thanks!
Close with your name, always.
People love personal touches! Thank-you notes feel extra special when they’re from you. Sign off with your real name—no one’s excited to hear from a faceless organization.
Let them know you appreciate them by adding your name and role at the end. Or, ideally, the name of your executive director or board chair. It’ll make your donor feel valued!
Keep it personal, but not too personal
Unless you’re super close, skip the “With love.” And avoid ending like you’re saying goodbye to a coworker. Keep it warm yet professional!
Thank your donors quickly, don’t wait!
Time is of the essence! The quicker you thank your donor, the better. No one wants to feel ghosted and see a generic thank-you come through days or weeks after the excitement of their gift has faded.
A prompt thank-you keeps those positive vibes flowing and helps prevent any buyer’s remorse.
For online donations? Send it immediately. People are accustomed to fast turn-around. If Amazon can ship in 24 hours, you can send a thank-you faster than that.
For offline donations, get that thank-you out within 48 hours. On the fast track!
Be a giver, not a taker
Too many nonprofits just ask, ask, ask. Stand out! Be the one who gives with a genuine touch. It’s not the time for another donation ask—let’s keep the focus on their amazing generosity!
Keep it warm, keep it friendly
A thank-you should feel amazing! No stiff or formal vibes here. Skip the “On behalf of X Organization” or “On behalf of all of us here at Nonprofit…” Trust us, it’s a snooze-fest.
Would you say that to someone face-to-face? Didn’t think so. Let’s keep it conversational. Skip the corporate buzzwords like “synergy” or “donor-pipeline” – just talk like you would with a friend!
Your donors don’t want to feel like a number or a checkbox. They want to feel seen and appreciated. So, when you say thanks, make it authentic. No generic, robotic messages!
If you’ve got a solid nonprofit CRM, you’ll have data about every interaction you’ve had with each of your donors. So, use that info to make your thank-you personal. Add relevant details that will make your donors feel important.
Tone is everything
It’s not just what you say, it’s HOW YOU SAY IT! While your appeal letters may call for urgency or sympathy, a thank-you for donation letter should feel like a celebration.
Make it clear that they’re part of hope and action, something they can be proud of.
Want to get better at managing your donor data so you can personalize thank-you letters? RallyUp integrates with popular email software and different platforms via Zapier to automate correspondence and send emails easily and swiftly. It also helps you track donors so that you can grow and nurture those important relationships.
Keep it humble and put the spotlight on the donor and donor-centered language
Be humble and take a different tone altogether to your donors. Many thank-you letters are all about the nonprofit—thanking donors for giving so we can do the work. But when you flip it, you’re telling the donor, “You’re the reason this is happening.”
It’s all about them, not you. A thank-you is their moment! Talk about what they’ve made possible. Use “you” more than “we” and highlight the impact of their contribution, not just what your organization does.
For example, instead of “Our organization built 50 new homes for families in need this year,” say, “Your donation helped build 50 new homes for families in need this year.”
Giving them credit strengthens the bond between you.
Try:
“We couldn’t do this without you”
“Because of you, we can…”
“You’re making a difference.”
“Your support helps us to…”
See the pattern? It’s all about them. Take it up a notch by adding even more personal touches from your donor database!
Spark donors’ curiosity
Picture this: a donor is so inspired by your thank-you that they want to know more. Make it easy for them! Include contact info for the letter sender, plus links to your website, social media, and email. Keep it simple and inviting!
Keep your donors in the loop. But don’t ask for money again in your thank-you letter.
We’re thanking them, not selling!
And let’s talk about small gifts. Some organizations skip thanking donors who give under $25. Big mistake! If it’s not worth thanking, why should anyone give? Every gift matters, no matter the size.
Handwritten notes
In this digital world, there’s nothing quite like a handwritten note. It’s personal. It’s special. It’ll pop in the mailbox and grab your donor’s attention.
And guess what? You can send them all year round, for any occasion:
- For their “giving-versary”
- For birthdays
- For Christmas or any holiday
- For New Year’s
Anyone from your team can write and send it!
Go the extra mile
Have your beneficiaries get involved, too. Imagine your donors receiving a note from someone their gift helped. There will be nothing quite like it. Here is an amazing post with some of beneficiaries thank you notes.
Add a little extra—how about a handwritten note in the margin? Remind them of an inside joke or a fun memory you share. It’s the small things that make it personal.
And hey, don’t forget—personalize it! Have the note come from someone your donor knows, like an employee or a volunteer, for an even more meaningful touch.
Celebrate their loyalty
Loyal donors? They’re wonderful. Show them you know them, remember them, and see their commitment!
And don’t forget first-time donors deserve a different thank-you than your returning donors.
Make it meaningful! If you’re sending a thank you note, don’t just check a box with a boring “Thank you for your donation”. Write something personal! Otherwise, it’ll feel like, “I couldn’t be bothered.”
Share real stories
Want to pack a punch? Let the people you serve tell their story. Add their quotes and experiences to give your thank you real authenticity and heart.
When you talk about impact, storytelling is your solution. Forget just listing stats—tell a story! What was life like before donors stepped in? What’s it like now? Show the “before and after” and let the real change shine through.
It’s way more powerful than any number!
Add visuals
What grabs attention more—words or pictures? Use photos, videos, and infographics to show donors exactly who they’re helping, where you’re making an impact, and the real change they’re a part of. Visuals + info = remarkably memorable.
Your thank-you letter can become a keepsake, not just something to read and toss.
Make your design pop and add some fun photos or illustrations! They’re a great way to grab attention and show off your nonprofit’s personality. Keep everything consistent with your branding—uniform fonts, colors, and logos—to make sure your messages scream, “This is us!”
Keep it short
No one wants to wade through a giant wall of text. Keep it focused, keep it simple, and get to the good stuff fast.
Include a tax receipt
If the donation is over $250, the IRS says you need a tax receipt. But even for smaller gifts, it’s a smart move. Many donors like to keep track of their finances with receipts.
Make the call
Want to make your donors feel extra special? Pick up the phone! A personal call is a fantastic way to thank them. You can call after a donation, on a special holiday, at year’s end, or anytime you want to surprise them!
Feeling extra creative? Host a phone-a-thon! Get your team and volunteers together to call up donors and say, “Thank you!” It’s a fun way to spread the love.
Give your team a script, but leave room for those spontaneous moments—real conversations are the best!
Call are especially effective. Donors who got a call within 24 hours of giving ended up donating more the next time they were asked.
If you can’t reach them, leave a short voicemail. No ask. Just a warm thanks! Either way, your donor will think, “Wow, that was nice!”
If you’re a small nonprofit, why not call EVERY donor? You’ll be amazed how much impact it makes. And hey, when you have so many donors you can’t call them all anymore, you’ll know you’ve made it!
Give donors the spotlight on social media
Want to make your donors feel like superstars? Post a fun video on Facebook or Instagram showcasing your top supporters and how their gifts make real change.
Create a “donor spotlight” on your social media. Ask them for permission, a photo, and a testimonial to share. It’s a simple way to say “thank you” in a BIG way!
Send thoughtful little gifts
Small gifts = BIG impact. They show you’re thinking of them! Pair a sweet gift with a personalized thank-you note.
For example, design a photo booklet with pics from the field, inspiring quotes, and stats. Send a certificate or some cool swag. Perfect for year-end, but hey, it works anytime!
It’s a tangible reminder of their amazing support and will help them remember you.
You can also send framed photos, bags, candles, books —anything that feels personal and thoughtful.
Gifts can be a tricky topic in the nonprofit world. Some worry it takes away from funds for programs. But if you’re sending something like a tote bag or coffee mug, you can explain how it helps spread the word and contributes to publicity.
Throw a donor appreciation event
Throw an event to celebrate your amazing donors! Whether it’s a big gala or a casual get-together, take the time to show them just how much their support means.
No “asks” are allowed during this event—this is all about gratitude. Celebrate the difference they’re making and how much they help you achieve!
Stick to the donor thank-you rules
- Be Prompt – Don’t wait!
- Be Personal – Make it about them.
- Be Pure – No hidden agendas, just gratitude!
Email or snail mail?
Which should you use? Simple: Follow the donor’s lead. If they mailed a donation, send a handwritten note. If they give online, send them an email.
Want to go a step further? Ask your donors which they prefer! And for large donors and huge gifts? Always go with a physical letter or a personal handwritten note.
Another five ingenious ways to say thank you
Video: Want to leave a lasting impression? Create a thank-you video! Even if it’s a simple one, sharing it with your donors shows you care and keeps them connected to your cause. It’s an effort they’ll remember!
eCards: Take the fun of postcards and the speed of email and combine them! Customize eCards with your nonprofit’s brand and a personal message. It’s a unique, memorable way to say thanks.
Text It: Did you know 90-95% of texts get opened in the first 3 minutes? If you’ve got permission, shoot over a quick thank-you text. It’s super immediate and shows your gratitude on the spot (without replacing that heartfelt letter).
Website Shout-Outs: Your website is the perfect place to say an impressive “THANK YOU!” Feature donors’ stories, share their impact, and highlight what’s been accomplished because of them. It’s a public way to show them they’re appreciated!
Event Invite: Use your thank-you letter as a way to invite donors to upcoming events! Whether it’s a behind-the-scenes tour or a fancy gala, make them feel extra special by including them in future moments of impact.
A solid CRM and a thoughtful thank-you message can make all the difference! You’ll keep those passionate donors (even the first timers) engaged without adding extra time to your day.
The donation process matters, too! If it’s slow, confusing, or a hassle, your donors might bail before finishing. Keep it quick, easy, and smooth to keep them coming back!
That is where RallyUp comes in!
Saying thank you isn’t just about being polite. It leads to return donations, more recurring donors, volunteers, and even corporate sponsorships. Gratitude is the gift that keeps on giving!
“Thank-you for your donation” templates
Struggling with writer’s block on your donation message? Time to get creative! Add some heartwarming thank-you quotes to really make your words pop.
(You can use these templates as-is or customize them to make them more personal)
Thank-you quotes
“We’re beyond grateful for your donation and for being part of our cause and community. Your generosity inspires us every single day!”
“Thank you for choosing to make a difference with your donation. We appreciate your support more than words can even say.”
“Wow, your support means EVERYTHING to us! Without you, we couldn’t have the impact we have on our community and the world. Thank you!”
“From the bottom of our hearts, thank you for your amazing contribution. With awesome supporters like you, we know we can crush our goals!”
“We couldn’t do this without you—thank you for believing in our mission and helping us make a real and positive impact.”
“Your contribution is changing lives! Thank you for your incredible kindness and generosity.”
“Your donation shows you truly care, and we’re so thankful for your continued support!”
“There aren’t enough words to express how much your donation means to us. We’re so grateful for your partnership. You are making so much change and difference!”
“Thank you for being such an important part of our team and helping us make the world a better place.”
“We’re humbled by your generosity and deeply thankful for your commitment. Your kindness is what drives us!”
“Your gift at [event name] ensures that we can keep helping those in need for days to come. Every time we share a success, remember—you’re at the heart of it!”
“You’ve just leveled up by becoming a recurring monthly donor! That means your gift multiplies twelve times a year. Your impact is unstoppable, and we’re so grateful for your continued support.”
“Your gift is the boost we needed to prepare for the year ahead. It’s a tough time for many, but your donation brings real security to families in need. Thank you for being their beacon of hope.”
“Thank you for being a hero and donating to [campaign name]! Your generosity is making a real difference in the communities we serve. We’d love for you to learn more about our work—feel free to reach out anytime.”
“Today, you helped us solve a crisis with grace and compassion. Where others might have walked away, you stepped up and chose to help. That makes all the difference. Thank you. Thank you.”
“[Donor Name], your donation of [amount] is keeping the lights on, the roof over their heads, and food on the table for a family in need. You’re making an immediate impact for those who need it most.”
“Many people say they want to help, but you did something about it. Thank you for stepping up and making your donation count.”
“Our success wouldn’t be possible without generous donors like you. Your commitment and kindness are what keep us going. Thank you, thank you from the bottom of our hearts!”
“We know there are plenty of causes you could support, and we’re so grateful you chose ours. We promise we’ll honor your trust and use your donation wisely and responsibly.”
Thank-you letter templates
“Hey [Name]!
Big thanks for your amazing gift! We’re beyond grateful for your generosity. Your support means everything to us!
Here’s the magic your donation is creating: Because of YOU, we can build homes for families in need and provide a safe space where they can start fresh. You’re making such a big difference in their lives!
Let me tell you about Sarah, a single mom who was able to move into one of those homes. Because of your donation, she now has a place to call her own and is able to give her kids a stable future.
You’re part of that story, and we can’t thank you enough!
(add photos)
Thank you, thank you, thank you! We wouldn’t be able to do this without you.
With heartfelt thanks,
[Your Name]
[Your Role]”
“Dear [Name]!
Thank you so much for your incredible donation! You’re a big part of everything we’re able to achieve, and we are so grateful for your generosity. You are awesome!
Because of YOU, we can send 100 students to school with the supplies they need to succeed. Your support gives them a chance at a brighter future.
I want to share the story of Emma, one of the students whose life has been completely transformed. Before she received the supplies she needed, Emma was struggling to keep up in class. She didn’t have a backpack, and the school supplies she needed weren’t in her budget. Emma felt embarrassed and out of place, often falling behind in her assignments. She started skipping school because she didn’t want to feel different from the other kids who had everything they needed.
But then, thanks to your donation, Emma received a full backpack—complete with notebooks, pens, and even a calculator. She was overwhelmed with gratitude when she opened it. For the first time, Emma didn’t feel like she was behind. In the last few months, her grades have soared, and she’s made friends with other kids who’ve encouraged her along the way.
Emma told us, “I used to feel invisible in class. Now I feel like I can do anything. Thank you for believing in me!”
That’s all thanks to you!
(add photos)
You’re truly making a difference. Thank you for believing in us and helping us make this happen!
With gratitude,
[Your Name]
[Your Role]”
“Dear Mr./Mrs./Miss [Name]!
Wow, just wow—thank you for your generous gift! Your support is helping us create real change, and we couldn’t be more excited about the impact we’re making together.
Because of YOU, we can provide meals for 500 children in need every single month. Your donation is ensuring they have enough to eat, and that’s a game changer.
Here’s a quick story: Meet David. Before your donation, he was struggling to find food for his family. Now, thanks to you, he’s able to feed his kids every day. You made that happen. It’s all because of you!
(add visuals like photos or video)
Once again, thank you so much! We’re thrilled to have you on this journey with us.
Warmly,
[Your Name]
[Your Role]”
“Dear [name],
Thank you for joining us at our silent auction fundraiser!! We hope you had a great time, and we truly appreciate your contribution. Thanks to you, we’ll be able to [how your organization intends to help].
Can’t wait to see you again next year!
Cheers,
[Your name]
[Your organization]”
“Hey [name],
I just wanted to reach out and personally thank you for being an ongoing monthly donor to [your organization]. People like you are the reason we can continue supporting [your cause], and we truly can’t thank you enough.
Take care,
[Your name]
[Your role]”
“Dear [Name],
Thank you SO much for supporting my RallyUp campaign! The past few months have been tough, especially after my accident. I feel so blessed that so many people came together to support me when I needed it most. I’m beyond grateful for your help during this time—it’s been a huge part of my recovery!
Warmest thanks,
[Your Name]”
