How to Write a Donation Gratitude Letter
Personalize the letter
A donation gratitude letter should be personal and direct. The donor should be appreciated in a personal capacity and should feel honoured to have contributed to your cause.
Dispatch the letter as soon as possible
You need to dispatch the gratitude letter as soon as possible after receiving a donation. Not only will this serve as acknowledgement of the donation, but convey the importance of it to the donor.
Remind the donor how the donation will be used
Your gratitude letter should give the donor a clear picture of how and where you are going to use the donation and to what ends. For instance, you could say, “Your gift comes at a crucial moment, and will allow us to install personal computers in the dormitories for the children in our residential community. The computers have been eagerly anticipated by the children for the last six months. Now, thanks to you, they will have access to essential technology and information, which will help them in the future.”
Avoid digital signatures
You need to sign the letter with pen yourself, or get it signed from a person of authority in your organization. Remember, this signature represents that you are truly grateful for the contribution and give it utmost importance.
Attract future engagements
Encourage further contact between your organisation and the donor by inviting the donor to visit your organisation or attend various events.
Provide a contact name in the letter
You should provide the name, telephone number or e-mail address of your organization’s representative, who can always be reached by the donor for any questions. This is important to put the donor at ease regarding his/her contribution. Knowing that he/she can always contact your organization to check on work and progress will give you further credibility.
Review the letter
Check thoroughly for grammar and spelling mistakes. Any correspondence from your end represents your organization and careless writing will reflect negatively on your reputation and responsibility.
Tips:
– Since this is a gratitude letter, it should properly convey your organization’s feelings towards the donor’s contribution.
