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Best way to address a group thank you letter

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Best way to address a group thank you letter
September 05, 2018 Holiday Thanks 2 comments

This FREE thank you notes resource was written with you in mind. It has beautiful thank you card wording for all occasions. Here you’ll find over 500 beautifully-written wording examples to fire up your creativity as well as FREE greeting card printables and stylish gift ideas.

Express Gratitude

When it comes to expressing gratitude, nothing is more personal than a hand-written thank you note. It’s well known that sincere gestures of appreciation are the currency of good business and personal relationships. Thank you cards go a long way in establishing goodwill and trust. They help build those important social connections that give structure to our lives. Most of us can remember the names of the people and businesses who send us holiday greeting cards every year. And we definitely remember those who have taken the time to send us a courteous and prompt thank you note message to acknowledge our kindness in a special way. Who in your life right now deserves a few words of thanks?

HOW TO WRITE THANK YOU NOTES

* Begin by selecting a beautiful set of thank you cards
* Purchase stamps with a lovely design
* Select a quality pen with ink that doesn’t easily smudge
* Get ready to use your computer or a few pieces of scrap paper
* Choose a comfortable well-lit spot that’s perfect for writing
* Allow your thoughts to focus on feelings of gratitude
* Remember how you felt when receiving the kind gift or gesture
* Capture those warm emotions and allow them to build and overflow
* Use your computer or scrap paper for writing your rough draft
* In the body of your thank you note use warm words that show a personal connection
* Add specific details about the gift, favor, kindness or advice you received
* Include words of thanks or a lovely thank you phrase
* Spell check your rough draft
* Handwrite your thank you message on a hard-stock thank you card
* End your thank you note with your regards followed by a signature

HOW TO USE THIS THANK YOU NOTE SITE

To jumpstart your creativity browse through our extensive collection of thoughtful thank you card wording samples. You can use our professionally-written examples as your own personal thank you note template. There are thank you note categories for all occasions: wedding, baby shower, birthday, graduation, business, bereavement, teacher appreciation and many more! Choose your favorite thank you note examples within this site and then put your own special spin on the written content. You can often combine a few of the words and phrases from two or more thank you notes to create a completely unique message that’s all your own!

Thank You Note Categories Business + Personal

Advice Thank You Note Wording Examples
This is a lovely collection of wording examples for thanking those wonderful people in your life who have shown you a generous measure of kindness. Explore our treasure trove of phrasing.

Baby Shower Thank You Note Wording
Your FREE resource for how to write baby shower thank you notes. Thanking your baby shower guests for gifts just got easier. This page contains thoughtful wording examples that you can use right now to fly through that stack of thank you cards in style. Get ready to be inspired with the very best in baby shower thank you card wording!

Bachelorette Party Thanks
Woo-hoo! What a celebration! We’re ready to help you get started writing out thank you cards to your bridesmaids and friends. This treasure trove of wording and phrases were written to help you tap into your creativity and express your heartfelt thanks with beauty and confidence.

Bar Mitzvah & Bat Mitzvah Thank You Card Phrasing
You’ve just discovered a wonderful selection of thoughtfully-written thank you card excerpts for showing thanks to your guests and for all the gifts you received on your very special day.

Bereavement Thanks
Heartfelt wording examples for writing bereavement and funeral thank you cards for flowers, sympathy gifts, prayers and emotional support. Here’s how to best thank friends, family and your church community for reaching out and providing you with spiritual strength and comfort. This page offers a measure of love and assistance during a very difficult time. These beautiful examples of sympathy thank you notes are exactly what you need right now.

Birthday Gift Thank You Notes
This page is full of wonderful wording ideas for thanking friends and family for the sweet birthday gifts you received. More beautiful phrasing is added monthly to keep things fresh.

Boss / Employer Thank You Card Wording and Phrases
When writing thank you letters to your employer it’s best to keep things simple, business like and sincere. In most employment situations it’s wise to remember that your message of thanks should not be overly personal in nature. Here is a great collection of wording examples and ideas to help guide your way.

Bridal Shower Thank You Notes
FREE resource for how to write bridal shower thank you notes. If you’re feeling overwhelmed about writing out bridal shower thank you cards, we’re here to reduce the stress! Explore this FREE bridal shower resource. It’s now easier than ever to convey love and gratitude to your bridal shower guests. These thoughtfully-written bridal shower thank you notes are here to assist beautiful brides like you.

Business Referral Thanks
Build a network of satisfied clients by sending out a thank you card for each new business referral. If referrals and repeat customers are the life force of your business, this is something that needs your special attention! By acknowledging the kindness your business associates and friends have shown you, they will be willing to continue sending new customers and clients your way. Writing a business referral thank you note is quick and easy to do! Find the thank you card wording you’re looking for on this special page. Start growing and expanding your business today.

Christmas Gift Thank You Note Wording
Now that the holidays are over it’s important to sit down and write thoughtful letters of thanks to your friends, co-workers, neighbors and family members who shopped for the perfect gift to present to you during the holiday season. This page has plenty of wording examples to help you fill out your cards with perfect phrases of thanks.

Customer Thank You Notes
Customer thank you notes build and reinforce positive relationships, promote your brand, and encourage repeat business. This special collection of thank you note examples is a wonderful business resource. Use these wording examples to help you write a sincere letter of thanks to your valued customers and clients. See just how easy it is to write a customer appreciation message!

Dinner and Entertainment Thanks
Good etiquette dictates that after you’ve enjoyed a dinner and/or event at a friend or client’s home that you send a thoughtful handwritten thank you card within a few days after the meal or party. For close family members and more casual friendships an email thanks is absolutely fine.

Donation Thank You Letter Samples
This section offers professionally-worded thank you letter examples for donations received for non-profit organizations, schools, churches and more.

Employee Appreciation Thank You Cards
Whenever employees have gone over above what’s expected it’s important to recognize their accomplishments. Many employers add the engraved names of high-performing employees onto a group recognition plaque placed prominently in the workplace. But at the very least a thank you card should accompany a handshake and verbal thanks.

Farewell Goodbye Email Messages
Saying goodbye to work friends and colleagues isn’t easy. It can often be a challenge finding the right words to say in a goodbye email. To assist you out we’ve included examples of farewell emails that you can pull words and phrases from to create an email letter that reflects your sentiments. Likewise, employee departure emails can often be difficult to write. When it comes time for an employee to leave your company it’s good etiquette to send them off with well wishes and words of gratitude for the years of service they’ve given to growing your business and keeping your customers satisfied. These farewell email examples contain wording and phrasing that you can pull from when writing your goodbye email.

Father’s Day Thank You Cards
This cherished holiday is the perfect time to express your sincere love and thanks to the important father figures in your life. A small thoughtful gift along with a sweet Father’s Day Card is the traditional way of celebrating this special occasion.

Friendship Thank You Card
Truly good friends are hard to come by. It’s important to water your friendships so they continue to grow and flower into wonderful life-long relationships. Every now and then it’s nice to acknowledge those important people in your life with a sweet greeting card expressing your gratitude for their friendship.

Funeral Thank You Notes
These thank you card entries were lovingly written to help you express your thanks for help, kindness, flowers, gifts, cards, pre-made food, phone calls and more. My sincere condolences for your very private loss.

Get Well Thank You Message
So many friends, neighbors, co-workers and family members sent you their well wishes, thoughts and prayers during your time of illness. Thank these wonderful people by mailing each a lovely thank you card with a personal message.

Graduation Thank You Card Wording
Congratulations to the graduate! You’ve accomplished so much. It was so wonderful to have friends and family attend your ceremony and festivities. And you received several lovely gifts, flowers and grad cards. Send a handwritten thank you note to each of these special individuals.

Hospitality Thank You Messages
After a wonderful dinner, visit or evening at a friend or client’s home it’s proper etiquette to send a thank you card with a thoughtful message. An email thanks is completely acceptable for those persons with whom you have very casual relationships.

House Sitting Thank You Card Message
This page has plenty of wonderful thank you note wording inspiration for thanking the person(s) who took great care of your home while you were away.

House Warming Thank You Cards
How exciting to move into a new home! This is the beginning of a new and special chapter in your life. Thank your party guests for their cards, visits and gifts with these sweet messages of thanks.

Job Interview Thank You Letters
This section is packed with professionally-worded thank you letter examples for job interview thanks. Your letter can be emailed or handwritten on a nice thank you card and snail mailed.

Money Gifts or Cash Gift Thanks
What a wonderful happy feeling it is to receive a thoughtful gift of money. Show your thanks for checks, gift certificates, and cash gifts with a nice thank you note with a personalized message of sincere thanks.

Mother’s Day Thank You Card Message
Celebrate this special day by spending it with your beautiful mom. Bring her flowers and/or a gift along with a loving Mother’s Day Card filled with sweet phrases and a message of thanks.

Pet Sitting Thank You Card Wording Examples
Your animals were so well taken care of when you were away. It gave you a measure of peace knowing that your beloved little ones were in good hands during your absence. Remember to thank your pet sitter by sending him/her a thoughtful thank you card expressing your thanks.

Scholarship Thank You Letter Examples
When you receive a scholarship it’s important to thank the donor or organization who generously granted you the funds to continue your education. If you’re unsure what wording to include in your thank you letter, we’ve got you covered! Browse through the scholarship thank you note wording examples in this section. Saying thank you for the scholarship has never been easier!

Teacher Thank You Note Examples
This page contains plenty of wonderful thank you card writing examples for thanking teachers and other important members of the school staff. Use the wording and phrases in this section to create one-of-a-kind thank you messages.

Valentine’s Day Thanks
Happy Valentine’s Day! This is the perfect opportunity to thank your loved ones for the love and sweetness they show you all year long. Pick up a bottle of your favorite bubbly and start getting festive. Bake a few heart-shaped cookies or pink cupcakes and let the celebration begin. Thank you cards in this section are coming soon!

Volunteer Thank You Card Words and Phrases
Thank your volunteers by sending a thoughtful, heartfelt thanks for the wonderful job they did. These tireless friends and community members deserve to have their hours of dedication recognized in a very sweet way. Here’s thank you card wording you cn use right now!

Wedding Day Thanks
Congratulations to the gorgeous new couple! After your beautiful wedding day there is a long list of guests that need to be properly thanked for their thoughtful gifts. This special page contains a delightful number of sweetly crafted thank you note wording examples to help get you started.

GIFT GUIDE FOR ALL OCCASIONS

ABOUT MORE THANK YOU NOTES

When sitting down to write thank you notes, sometimes all you need to get started is a few new ideas for wording and phrasing. These thank you note examples are designed to spark your own imagination and creativity. There are so many wonderful, special people in your life that share their time, talents and expertise helping you achieve your personal goals. Others lend a helping hand or a friendly ear and are ready to help you problem solve. Each of these friends, family members, neighbors or acquaintances deserve to be properly thanked for their kindness. This is your personal inspirational playground where you can discover new ways of communicating your gratitude and sincere thanks.


ADDITIONAL RESOURCES FOR THANK YOU NOTE WORDING

SISTER SITES: freethankyounotes.com and confettiandbliss.com
Each of these beautiful sites has original thank you card wording that was professionally written specifically with your needs in mind. Our current categories are listed below. If there’s a thank you message category that’s not covered within these three sites, please contact us and bring it to our attention. We will be happy to add the new category along with fresh, exclusive content. Each thank you card section is refreshed throughout the year with brand new entries. We want this to be your personal collection of thank you note wording and phrases for all of life’s important moments. Remember to bookmark this site. Enjoy!

Picture this: You arrive home to the joyous surprise of discovering a handwritten card — real mail! — hidden amongst the mound of daily junk mail. Woohoo!

We are card-carrying members of the Snail Mail Fan Club and we suspect you are, too. For the small amount of effort a handwritten thank-you note takes, it’s amazing the extent to which you can brighten the recipient’s day by sending one — and if that recipient happens to be your customer, the indisputable return on investment you’ll see when you thank your customers.

So from one Snail Mail Lover to another: Go ahead. Make your customer’s day.

The ROI of thank-you notes

If it feels icky to acknowledge the ulterior motives behind showing gratitude, remember that you’re running a business, and without your customers, you wouldn’t have a business to run. Of course you appreciate them, and want them to return and recommend you. Handwritten thank-you letters are a proven (and relatively painless) way to go about earning customer loyalty.

In one experiment that aimed to increase personal contact between troubled youths and the case managers helping them, the case managers and their supervisors received weekly thank-you cards sent from the homes they visited. These thank-yous prompted an increase from 43 percent of youths receiving a weekly visit to 78 percent. When the thank-you cards stopped, the visits dropped back down to 50 percent.

In another experiment, the staff of Donors Choose, a platform that allows givers to fund the public school classroom projects of their choice, sent hand-written thank-yous to half of all recent first-time donors — the other half didn’t receive a note. A whopping 38 percent of people who received a thank-you note were more likely to give again. The organization now works handwritten thank-you notes into their business model, since donors who opt in to receiving “those sentimental, hand-crafted, physically mailed, personalized collections of gratitude” increase their average annual donation amount by $41, which translates to more than $3 million in additional donations per year.

As Robert Cialdini explains in his bestselling book Influence: The Psychology of Persuasion, the principle of reciprocity is a powerful motivator. By nature, we don’t like to feel indebted to others, so if someone gives us something, we’re wired to give back. When customers receive a token of appreciation as heartfelt as a handwritten thank-you note, they feel compelled to return the favor — ideally with repeat business, and public advocacy of your product or service.

Thank-you card do’s and don’ts

Here are a few reminders to ensure your efforts reap the most positive response possible:

  • Don’t use red pen! It’s the equivalent of sending a “shouting” email in ALL CAPS. Blue or black ink is ideal. But if you’re a purple glitter gel pen kind of person … well, your sparkly message will probably make your customer smile.
  • Do use note cards or stationery that reflect your business. If you’re a vet clinic, keep it playful with paw-printed cards. If you’re an architectural firm, reflect your image with minimalist, artful cards. A postcard does the trick, too.
  • Don’t make excuses for your handwriting! “Good” penmanship is overrated — as long as your note is legible, that’s what matters. Your handwriting is unique, which makes a personal note feel even more special and “real” to the recipient.
  • Do respond in a timely fashion. It’s called “snail mail” for a reason, but it’s best not to wait so long that your customer forgets having done the thing you’re thanking them for.
  • Don’t include anything overly business-y or self-promotional, like coupons or business cards — the point here is to convey genuine gratitude, not to promote your business (that happens as a natural side effect). Stickers are A-OK, though.
  • Do showcase your company’s personality! If smiley faces and emoticons (or cat doodles, or a crayon drawing from your kid, or …) are in line with your brand, by all means, have at ’em. Mat Patterson and Emily Triplett Lentz attend a thank-you-note-sending party at Help Scout HQ
  • Do include a little something extra when the situation merits it! Send a token of appreciation along with your note. Depending on the occasion, we send a book, stickers, a T-shirt or even baked goods.
  • Don’t be tempted to mimic Someecards’ witticisms in the content of your card. In case you’re not familiar, their e-cards have zinging one-liners we often think but aren’t supposed to say out loud, such as:

Funny, yes … but probably not appropriate for your customers. Instead, follow this simple thank-you note formula:

5 components of a killer thank you note

  1. Greet your customer by name.
  2. Express your gratitude, clearly stating why you’re sending the note.
  3. Include details about why enjoyed your experience with this customer … this is a prime opportunity to be specific and thoughtful.
  4. Repeat your thanks.
  5. Close with a signoff (Best, Yours Truly, Kindest Regards, Warm Regards, Cheers, ♡ — or whatever feels right for you and your company!) and sign your name.

Here’s several examples:

Dear Christine,

I just noticed you’ve been a Help Scout customer for FOUR YEARS. Wow! Thank you for sticking with us for so long, and for all the feedback you offered when we were beta testing the Plus Plan. I hope it’s working out for you — and you know if you have any questions we’re always here! Thanks for always being such an awesome customer.

💚,

Mo at Help Scout

Hey Arthur!

Thank you so much for bringing your whole team onboard with Help Scout while you were testing out different help desks. Your advocacy means the world to us, and it was a true pleasure working with your team during the process — you even inspired us to make a fix that improves our product for thousands of other people! We’re so stoked you’ve chosen Help Scout — thanks for giving us the opportunity to grow with you. See you at SupConf next spring! :)

Cheers,

Tim and Your Friends at Help Scout

Hi Abby,

Thanks for joining the webinar this week, and for your thoughtful comments about the role of customer support in cyber security — I’ve always admired how you and your company are real leaders in that space. I know you’re working with Neil on an upgrade from the Standard to the Plus plan (that’s fantastic, congrats on your team’s growth!), but please always let me know if I can be of any assistance too.

Best,

Mat at Help Scout

p.s. You mentioned your son collects stickers so I threw a few in the envelope for him … here’s hoping they go in his sticker book and stay off the walls this time. ;)

It’s a fairly simple formula: use their name, say thanks for a specific reason, and sign off with sincerity. That’s it!

Choosing your stationery

Need help shopping for the right thank you card? We’re fans of the personalizable thank-you cards and stationery at Pinhole Press. Use your company’s logo, or that cute group photo from your last team retreat.

We also adore the truly special pop-up cards from Lovepop. This 2015 Shark Tank winner creates beautiful 3-D creations that, at $8-$13, are more gift than card.

If you like more creative control, you can print your own custom-designed cards and envelopes — that’s what we do here at Help Scout. If you choose to create your own stationery, work with a designer who’s familiar with the printing process and can provide advice on card stock, dimensions and the various printing options available (depending on your budget).

Our note cards are printed by Mama’s Sauce on 100-lb duplexed cover stock with plain white matching A2 envelopes. Embossing, debossing, foil stamping and letterpress are all fun things if you have a bigger stationery budget.

Is it cheating to use thank-you note apps?

If you have more cards to send than you have people/time to handwrite them, one of the following options is certainly better than nothing at all!

Postable

Postable prints your custom message in one of its patented handwriting fonts on its 100% recycled cards, and stamps and mails the cards for you. Your customers might be able to tell the “handwriting” isn’t real, but the prices are reasonable enough ($1.25 per card for 10 or more cards) so we advice to order a couple, especially if you want to keep your message detailed and personal.

Handwrytten

Handwrytten’s robots (yes, actual robots) “handwryte” your custom message in real ink. Prices start at $3 and include postage.

FeltApp

FeltApp lets you scrawl messages on your iPhone or iPad in your own handwriting (although anyone who’s ever written on a screen, even with a stylus, knows it can be tricky to replicate pen-to-paper writing). Choose a photo from your own library, and trace your message and the address (even the envelope is handwritten). They take care of the mailing. The price is $3 per card, or $1 more for international shipping.

A gesture well worth the time

You can exhibit sincere gratitude in a well-worded email, but there are many occasions when you should make the extra effort to mail a real note.

Sending personal thank-you notes for every transaction or special occasion isn’t necessarily always scaleable, and the ROI on acts of kindness can be tricky to justify in a spreadsheet. Extending sincere, old-fashioned gratitude, however, has an esteemed place among other high-touch practices that don’t scale — but that still work.

Thank-you notes keep a line of communication open between you and your customer, and they keep your name in their mind.

Free PDF: 25 Ways to Thank Your Customers

Ready to turn customers into advocates? Download this handy guide to building a loyal customer base.

The little things that create a “wow factor” for your customers are worth the investment several times over.

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A thank you letter to an interviewing panel is a great way to reinforce why you are the candidate of choice for the job.

Why are thank-you notes important? How long does a thank-you note have to be? Here are the oft-forgotten fundamentals of writing a thank-you note.

Why write a thank-you note?

Thank-you notes are not only good manners, but also good for your health! Yes, it’s true!

A study in Psychological Science showed that writing a thank you letter both improves the giver’s happiness and put the writer in more positive spirits. That’s the power of gratitude!

While many thank-you letter writers get concerned about the exact words they use, it turns out that the recipients were simply touched at the warmth and thoughtfulness of the letter itself.

So, starting writing thank-you notes—and write them more often! It comes at very little cost and benefits everyone.

Which occasions require a thank-you note?

A gift traditionally requires a thank-you note from the recipient, no matter what the occasion for the gift—a holiday, birthday, anniversary, religious event, award, or accomplishment.

Thank-you notes are also recommended when services have been performed (especially as a favor or for free), when hospitality has been provided, or in appreciation of generosity or thoughtfulness.

When should a thank-you note be written?

Immediately. The longer you wait, the harder it becomes, and the less appreciative you will appear.

What is needed for a thank-you note?

Traditionally, a blue or black ink pen on fine stationery, a blank card, or suitable notepaper.

How do I write a thank-you note?

Write a draft first. Before using your “good” paper, gather your thoughts and jot them on a piece of scrap paper.

Keep each note short—three or four sentences is fine. You can express your thanks just as sincerely as you can in several paragraphs.

  1. Write something personal/emotional about the giver.  Do not use the word “I”: A thank-you note is not about you, it is about the person who gave you the gift. Some examples include “You are so thoughtful!” or “How did you know … ?” or “Your presence at [EVENT] was a gift, but the [GIFT] made it a truly special day.”
  2. Comment on what you will do with the gift (especially if it is money) and/orhow you will use the gift (e.g., in school, on vacation, at work, in the kitchen, etc.). Be specific. “Thank you so much for the beautiful set of wineglasses! We really enjoy entertaining, so the glasses will get plenty of use”).
  3. Express your thanks for the gift and the giver, e.g., his or her thoughtfulness or generosity or on what a special place he or she occupies in your family or heart or circle of friends.

Remember: Be authentic, be original, be sincere.

Once you are satisfied with your thank-you sentences, write them on the “good” paper.

  • Start with “Dear [NAME],”
  • End with cordial regards, e.g., “Sincerely,” or “With love,” or “You’re the best!” or “Yours truly,”
  • Sign the thank-you note.
  • Address the envelope, put a postage stamp on it, and mail it.

Can I print—not write in cursive—a thank-you note?

Printing a thank-you note is acceptable, but cursive is a nice touch (as long as it’s legible).

Can I just say “thank you” verbally to the giver?

You can—and should—say “thank you” to the giver when you receive a gift, but a proper appreciation should be expressed on paper and sent by mail.

Can I use email, social media, or the phone to say “thank you”?

You can express your thanks in those ways, but nothing beats a thank-you note written on paper and sent in an envelope.

If I do not like the gift, do I need to send a thank-you note?

Yes—but if you do not like a gift, do not reveal your displeasure in the note. Focus on your appreciation of the giver’s thoughtfulness, generosity, and good intentions. Remember the adage “It’s the thought that counts.” Keep an open mind: You may actually develop a fondness and appreciation for the item later.

What difference will a thank-you note make?

If you send a thank-you note, you and the gesture will never be forgotten. If you do not, you will not be forgotten either, but not for the same reason nor with the same regard.

At what age should kids send thank-you notes?

It’s a great idea to get children in the habit of writing their own thank-you notes by preschool age. If your child can’t write yet, transcribe the note for them and have them write (or scribble!) their name at the end. Recipients—whether grandparents, other family members, or friends—are guaranteed to be delighted!

Say thank you with a note … and a gift!

It’s OK to go overboard with your appreciation and send a thank-you gift. Make your own gift jars with something edible inside or see other fun gifts you can make in the kitchen.

Did you know?

National Handwriting Day is January 23!

Do you have any tips for writing the best thank you cards? Do you still write thank-you notes? Let us know in the comments below!

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How to write a donation thank you letter

Whenever you ask people how to fundraise for a non-profit, the conversation immediately goes to how to get new donors.

It’s what most people think of when they’re trying to raise money. It’s the visible work that gets a lot of attention. But that can come at a cost because retaining existing donors is just as important to your organization's finances.

Efforts to get new donors should never come at the cost of retaining existing donors. One important piece of donor retention is writing donation thank you letters.

Penelope Burk, of Burk’s Blog, illustrates the power of a personal thank you note with this story:

“A community hospice sent their new donor-centered thank you letter to a first-time donor who had just made a $100 contribution. The delighted donor called the organization because she ‘wanted to meet the person who had written such a beautiful letter’. Donor and Fundraiser fell into conversation about the Hospice and its future plans. The next day a check arrived via courier with a post-it note attached which read, ‘For your hopes and dreams.’ The check was for $25,000.”

The work of getting a new donor was done—they’d already received the $100 donation. But the work of following up with a personal thank you letter led to personal conversation and ultimately a much larger donation.

Thank you notes are an easy way to improve donor retention and should never be ignored. In This article we’ll discuss the significance of following after donations, what you should (and should not) include, and a lot of donation thank you letter examples.

1. Remind your donors of the good things their donation allows you to do

The strategy you used to gain the support of your donors is still relevant when you are reaching out to thank them after the fact.

Rather than just sending a simple thank you, remind them of the work their donation is allowing you to do. Use your thank you letter as a chance to zoom in on specific projects.

Don’t just copy language that you’ve used in your promotional material. Actually connect this donation to work that you’re currently doing.

In an interview with Network for Good, Lynne Wester, author of The Four Pillars of Donor Relations, was asked where most charities fall short in their donor retention.

“Nonprofits don’t take the time to tell the donor the impact and power of their gift, where the money went, and how it was spent. Instead, they’re too eager to obtain the next gift which leads to horrific retention rates. We have to make the donor the hero and tell a story, not overwhelm them with news and information about the organization or ask them for more money. First we have to thank them, and then tell them the impact their money had.”

Make your donor the hero in the story of your organization.

2. Send your donation Thank You letters as soon as possible

Aim on getting your thank you letters in the mail within 1 to 2 days after the donation. This shows that you are aware of the gift, and that it has had an effect.

It can seem awkward reaching out to donors so soon after their donation, but being prompt in your response is vital. This shows the donor that you are monitoring what is coming into your organization and gives assurance that their money isn’t lost.

According to Wester “in order to have an optimal effect on donor retention, donors want to receive their acknowledgment within two weeks of their gift.” That includes mailing time on both ends, and gift processing. “Any more than that and the donor feels as though their gift is unimportant and one in a series of many that the institution receives daily.”

You want your donor to feel special, not that they are lost in the crowd.

From a psychological perspective, receiving a thoughtful note produces the chemical high. If the action of sending a donation is not met with a quick response the chemical response will be delayed, thus minimizing the good feeling for the donor.

3. Focus on saying “Thank You.” (Don’t ask for another donation right now!)

A common mistake when charitable organizations send thank you notes, is that they forget the purpose of the note.The purpose of your thank you notes is just that, to thank your donors and show them your gratitude.

This is not a reminder to donate again, this is simply a thank you from you to them. It is important to highlight personal gratitude in the message, as well as show the donors the impact their donation is having.

Do not try to solicit new donations or advertise upcoming events in your thank you note. If you are having an event you think a donor would be interested in, send them a separate letter.

4. Make the thank you note personal

The notes should be personal and show your genuine emotion. Do not be afraid to use a familiar tone or exclamation points when appropriate. Your thank you note should be sincere. You should also address the note to the donor specifically.

A first name isn’t always necessary, but please don’t use a general salutation. That vague opening will clash with any personal connection you’re trying to establish.

According to trials run by the Charitable Aid Fund (CAF) in conjunction with the Cabinet Office Behavioral Insights Team there is significant response when there is a personal touch.

“Interestingly, [receiving sweets] was about as effective as receiving a more personalised email from the CEO (‘Dear David’ rather than ‘Dear Colleague’). 12% of people in this group gave a day of their salary to charity.”

— Applying Behavioural Insights to Charitable Giving

Here’s an example letter that follows this advice:

Example Donation Thank You Letter #1:

Dear [Donor’s name],

Thank you for your generous gift to [name of organization]. We are thrilled to have your support. Through your donation we have been able to accomplish [goal] and continue working towards [purpose of organization]. You truly make the difference for us, and we are extremely grateful!

Today your donation is going toward [problem]. If you have specific questions about how your gift is being used or our organization as whole, please don’t hesitate to contact [Name] through [contact information].

Sincerely,

[Your name]

5. Give special recognition to your recurring donors

If this particular donor has a history of giving to your organization it is beneficial to you—and honoring to them—for you to mention it.

You can mention it in the letter itself, a sample paragraph is provided below, or you could also make mention of it in a personal, hand written note at the bottom of the letter.

“Your support through the years has been greatly influential in accomplishing [specific accomplishment] and [specific accomplishment]. It is your continued support that sustains our mission and makes all the difference.”

Adding a one to two sentence update about a specific person or group who have been helped over time is a great addition. Customizing the story for each donor is a nice touch, if possible. Giving connecting factors between donor and recipient would increase a sense of bond and investment in your organization.

“Cindy was helped by our organization last October and has since been able to find a steady job to support her family. Through the help of your donation we supported her through childcare, transportation, interview coaching, and resume review.”

“When an identifiable victim is made into a cause, people appear to be quite compassionate and generous.” argues Deborah Small in her paper Sympathy and Callousness. Giving a specific cause evokes our sympathy, while statistics can simply cause the donor to feel helpless.

6. Keep your thank you notes short

It is beneficial to keep the length of the letter manageable. This is because all you need to convey is the gratitude and the impact of the gift. Any additional information can make the letter seem like a chore to read and deter your donors from donating again.

You do not have to have every aspect mentioned here, but this will add variety to your thank you notes. For newer donors you may want to include contact information for someone in your organization who can answer questions.

7. If you don’t have time to hand write each note, make sure you include a real signature

Your thank you letter should always be signed with a real signature. This adds that personal touch again, showing that a real person took the time to sign the letter.

Additionally, anything after the signature should be handwritten. Nothing says impersonal like a p.s. or personal note that is typed.

As mentioned to in the earlier CAF quote, an additional note—or email—from a board member or high-ranking individual in the organization has a positive impact on donor retention. You also will get some leniency on the timeframe of your follow up letter as long as you acknowledged the gift promptly.

To expedite the process for writing your thank you notes, it is good practice to have some thank you templates that can be customized for each donor.

8. Keep donation thank you notes and donation receipts separate

It’s really important to keep the receipt and thank you separate. If you combine the receipt and thank you letter it can feel like they only received a letter because of the size of the donation. You aren’t thankful that the gift was $500 in the form of a check, you’re thankful that they gave a donation to an important cause.

To ensure the charitable donation is tax deductible, your receipt must contain 6 key elements:

  1. The name of organization
  2. The amount of cash contribution
  3. A description (but not the value) of non-cash contribution
  4. A statement that no goods or services were provided by the organization in return for the contribution, if that was the case
  5. A description and good faith estimate of the value of goods or services, if any, that an organization provided in return for the contribution
  6. A statement that goods or services, if any, that an organization provided in return for the contribution consisted entirely of intangible religious benefits

If you’re using donation management software like Donor Tools, you can use the receipts that are automatically generated. If you don’t use a donation management system you can manually create receipts that include these 6 elements.

Conclusion

The pressure of finding donors can be overwhelming, but you can drastically impact your overall fundraising efforts through retaining donors. The simple act of writing a thoughtful donation thank you letter is one simple way to show that your organization cares not only about your mission, but also about donors that make your work possible.

These notes shift the focus from highlighting your organization to the good your donor is doing by giving to your organization. This brings home the sense of accomplishment, and gratification for the donor, which will keep them invested in your organization for years to come.

Additional Donation Thank You Letter Templates

Example Donation Thank You Letter #2:

Dear [Donor’s name],

Thank you for your great generosity! We, at [charitable organization], greatly appreciate your donation, and your sacrifice. Your support helps to further our mission through [general projects], including [specific project or recipient].

Your support is invaluable to us, thank you again! If you have specific questions about our mission be sure to visit our website [link] or reach out to [contact]!

Sincerely,

[Signature]
[Name and title]

Example Donation Thank You Letter #3:

Dear [Donor’s name],

Together we are making a difference! Your continued support of our mission is deeply gratifying to us, and we hope it is the same for you. We were honored to see that you have chosen to increase your donation this [month/year]. Your gift has already started to [impact].

Please feel free to contact [name, number] if you have any specific questions, we would love the opportunity to thank you again!

With deepest gratitude, and warmest wishes,

[signature]
[name, title]
[organization name]

Example Donation Thank You Letter #4:

Dear [Donor’s name],

It is with great joy I write to you about the impact of your recent gift. It was only last week that the case of Spot was brought to our attention. Thanks to your gift, Spot could receive his necessary shots and immunizations. He is currently being fostered in hope of finding his forever home!

Thank you,

[signature]
[name, title]
[organization name]

With graduation and wedding season upon us, you may be faced with the arduous task of finding the proper way to thank others for their.

How to Write a Thank You Letter to an Interviewing Panel

Frederick Lau
123 Main Street
Anytown, CA 12345
555-555-5555
frederick.lau@email.com

September 1, 2018

Mary Stevens
IT Manager
123 Business Rd.
Business City, NY 54321

Dear Ms. Stevens and Mr. Murray:

I would like to thank you and your staff for the opportunity to meet with you and to get a feel for the IT Help Desk Assistant position at Acme Tech. Although I felt a little nervous going in to the interview, you immediately put me at ease.

I found the questions asked during today's interview to be very engaging and thought-provoking. It was exciting to be able to meet the team during our office tour - a very knowledgeable, fun, and friendly group of people whom I felt connected to immediately.

Today's interview served to reinforce my interest in becoming part of your team. Your description of your customer service protocols and standards impressed me, for it was obvious that you pride yourselves on the delivery of stellar support to your customers. As we discussed during our conversation, as a volunteer at our IT Help Desk at XXX College, I frequently was able to resolve escalated trouble tickets, and found that I really enjoyed the process of talking frustrated tech users through their different issues. It was great to help them achieve that “Ah, ha!” moment when their problems were resolved!

At one point in our discussion, when I mentioned my interest in pursuing evening courses in network administration, you asked whether this would prevent me from working weekends or overtime should this be needed during “crunch times.” I’d like to assure you of my full availability to work extra hours whenever required; the professional development courses I’m interested in are also available online, so I can pursue these as my free time allows.

If there is any other information I can provide to help expedite your decision-making process, please let me know. I have enclosed an additional copy of my resume here, and am happy to provide professional references upon your request.

Again, I appreciate the time you and the rest of the team took to talk with me at length and I look forward to hearing from you soon.

Best regards,

Frederick Lau

best way to address a group thank you letter

WATCH THE VIDEO ON THEME: How to Write a Thank You Note - The Art of Manliness

Thank you letters are a way to differentiate yourself from the pack, and give proof that you're Like any piece of writing, it is best to keep your audience in mind. • Address If you're still not sure what to write, review a few sample thank you letters. See the you notes appropriate or should you write a "group" letter? Choose.

best way to address a group thank you letter
Written by Faunris
2 Comments
  • Kisho

    KishoSeptember 14, 2018 4:53 PM

    You are not right. Write to me in PM, we will talk.

  • Mikara

    MikaraSeptember 07, 2018 11:51 PM

    I am sorry, it does not approach me. There are other variants?

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