The Thank You letter often is created and sent without much thought. It may seem to be the last step in getting a gift from a donor and a habit task that warrants miniature merit. But it's assuredly the first step in securing the next gift!
Purposeful and well-thought out Thank You letters can help you steward your donors, not to mention supply you with someone else way to communicate with them. Make sure you are getting the most from your Thank You letter efforts with these ideas.
Personal Thank You Letters
1. Get the letter out promptly.
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The faster you get your Thank You letters out the door, the better. Donors want to be sure that you received their gift and a Thank You letter is the best way to let them know it arrived safely. Experts say that you should let no more than 48 hours go by from the time you receive a gift until the time you put a the Thank You letter in the mail. If it takes you a miniature longer and that's the best you can do, work with it. Frame out what will work for your club and put a priority on getting the letters out the door.
2. communicate your Thank You letter to the Ask.
Instead of sending out a generic letter, customize your Thank You letter to the definite ask that was used to generate the gift. If a gift comes to you from an appeal you sent out, then make sure your Thank You letter refers back to the story or the text in the appeal. You may need to write some dissimilar letters that can be used for whatever you have going on. For instance, you may want to write one letter for a extra event you are working on, someone else one for monthly givers, and someone else one for donors who respond to your newsletter. Relating the Thank You letter back to the ask is a way to let your donors know you are paying concentration and that you are organized sufficient to use their money they way you said you would.
3. Tell the donor how you will use their money.
This is critical. Make sure the donor knows how you plan to use the donation he or she just sent you. Text like "Your gift will ensure that 15 children will go to summer camp for one week" makes the process of donating more real and tangible to the donor. They can envision 15 kids going to camp for a week and it helps generate a bigger feeling of satisfaction for the donor.
4. Use a real signature.
Digital signatures are easy and eliminate hand signing a stack of letters. But technologically-savvy donors know the variation in the middle of a digital signature and a live one. Have your President or executive Director sign the letters, or ask a volunteer to sign them on his or her behalf. And use a blue pen so that donors can clearly tell it is a real signature.
5. Add personal notes to the letters.
Have your executive Director or President go through the letters and add personal notes. This can bring big rewards in terms of stewarding donors! Taking a few minutes of a busy day to go through a stack of letters may seem like a chore to your boss, but donors who get a Thank You letter with a personal note will be thrilled that the head staff man took the time to personally respond his or her gift.
6. Consist of a reply envelope.
Don't be afraid to Consist of a reply envelope in a Thank You letter. Many donors will hang onto these and use them for their next gift. You may receive some negative feedback, but you will likely receive a large amount of gifts as well. It's not uncommon to receive thousands of dollars in gifts from these "bounce-back" envelopes. You may want to code these envelopes so that you can track the number, size, and amount of donations received using this technique.
At one club I worked for, I all the time put reply envelopes in my Thank You letters. I coded them like this: Ty807 with Ty for Thank You letter, 8 for August or the month the letter went out and 07 for the fiscal year. I would generate nearby ,000 per year just through these envelopes. I also found that population who consistently used them were good candidates for the monthly giving club.
7. Consist of cumulative giving data.
Hopefully you have this facts in your donor tracking software and can get to it easily. Sometimes donors forget when they last gave. Together with year to date facts can be a gentle reminder for them if they have pledges or commitments to make.
8. Make it clear that the letter is also a receipt.
Don't you hate getting boring thank you letters that drone on and never clearly spell out the gift you made? (By the way, if you aren't giving to other organizations, you need to. It's a great way to put yourself in the donor's shoes and also lets you see how other organizations cope the thank you process.) If you have to, draw a line on the page below the thank you text and put "Gift Receipt" about the actual gift information.
9. Consist of an offer to tour your installation or agenda site.
Always Consist of in your letter an offer for a guided tour of your installation or agenda site (if appropriate). You may never have whatever take you up on this, but they will remember that you offered. You will probably get a few population who want to visit you. Looking firsthand the work that you do may make all the variation in the world to a particular donor. It can also mean the variation in an mean size gift and a major gift.
I remember one particular donor who came for a tour of my club with his wife. They had all the time been good givers and commonly gave about ,000 a year. They were so impressed by the tour that they wrote a check on the spot for an added ,000!
10. Consist of the name and caress info of man the donor can call with questions.
Donors want to be able to call and talk to a real, live, knowledgeable man when they have questions. So be sure to Consist of the name and phone amount in your Thank You letters of man who can respond questions for them.
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