So, you've finally resolved to write the belated thank you note that has been haunting you for weeks, months or even years. Well done! To help you along, here's.
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.
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.
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.
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.
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:
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].
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.
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.
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.
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:
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.
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.
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]!
[Name and title]
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,
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!
Here are thank you note wording samples you can use to write professional thank you cards. Customers appreciate handwritten or customized.
A helping hand from a business partner.
A complaint from your customer.
An invitation to a global conference.
What do these have in common?
They’re all situations that could use a note of thanks.
According to Chron, when you send a thank-you note to someone, it shows that you value your business relationship with them.
Do you agree? I sure do!
So, can you think of anyone in your business orbit you need to thank right now?
Wait—before you sit down at your computer to begin writing an email, I have a list of 20 business English “thank you” phrases that’ll be useful to you.
We’ll first look at some steps for structuring your thank-you message. The process is very simple and you can be sure that your recipient will appreciate it!
These days, thank-you notes are often sent in the form of an email. In fact, the business management expert at Ask a Manager advises sending email thank-you notes instead of handwritten ones after job interviews and other business-related correspondences.
Some things to keep in mind about thank-you messages: they don’t have to be long and complicated. Keep them short but spend some time creating a message that sounds genuine and sincere. Plan to send your thank-you email within 24 to 48 hours of a meeting or event.
We’ll give you all the vocabulary you need to say “thank you” in different situations later in this post. But first, it’s important to understand the structure and tone of a business english thank-you email.
You can write it in four simple steps:
Whatever it is, keep it short and clear and express your appreciation.
Using the steps above, here’s an example of a thank-you email to a business associate for their guidance in planning an advertising campaign:
Thank you for meeting with us yesterday. We greatly appreciate the time you took to share your experience and insights into how we should plan our upcoming advertising campaign.
Your presentation was both informative and practical, and has inspired our team to come up with some exciting ideas for the campaign ahead of our team meeting next week.
Once again, a big thank you from all of us and we look forward to having you back to review our draft.
For more real-life examples of business English phrases in use, check out FluentU.
FluentU takes real-world videos—like business dialogues, inspiring speeches, news and more—and turns them into personalized English lessons.
It has a huge collection of English videos that people in the English-speaking world actually watch.
More to the point, FluentU has an entire business category filled with authentic business-related videos covering six language levels.
To show the variety of videos even inside this single category, real-world business videos on FluentU include “Introducing Business Colleagues,” “Business Buzzwords,” “Control Your Inbox!” and “What Warren Buffet Thinks About Cash.”
An added bonus is that if you want to work on other topics later, simply use the same, familiar FluentU platform to learn with videos from other categories, such as “Science and Tech,” “Politics and Society” or mix it up with “Arts and Entertainment” or “Health and Lifestyle.”
Every spoken word is subtitled, complete with an in-context definition, image and multiple example sentences.
All you have to do is tap or click on one of the words in those subtitles to get more information. For example, if you tap on the word “brought,” you will see this:
Plus, these great videos are all accompanied by interactive features and active learning tools, like multimedia flashcards and fun games like “fill in the blank.”
If you are interested in watching fun, relevant videos and practicing language actively in the process, be sure to create a FluentU account and try it out on your computer, iOS or Android device!
We frequently rely on our business associates to help and support us in various business activities.
You could begin with a phrase like this to briefly include your reason for thanking them:
Thank you for your help in [business activity].
For example: Thank you for your help in securing an alternative supplier when our shipping consignment was delayed recently.
Here’s another good phrase you could use to include some details:
We’re grateful for your support in [business activity].
For example: We’re grateful for your support in planning the grand opening of our Manhattan store last week.
After meeting with potential business associates to discuss business collaborations or partnerships, it’s good practice to send them a thank-you note afterwards. You’ll show that you appreciate their time and effort, and leave a positive impression that’ll strengthen your relationship.
You could start with a phrase like:
Thank you for meeting with us to discuss our business collaboration.
You could end by saying:
Thank you in advance for your cooperation.
Here, “thank you in advance” is used to thank the person ahead of time when it’s clear that you’ll be dealing with them in the near future. Otherwise, you can simply leave out the words “in advance.”
In business, we often depend heavily on our vendors and suppliers for timely shipments, deliveries and service. A vendor that delivers good service deserves praise and acknowledgement. So don’t forget to send them a note of thanks now and then.
You could begin with simple phrases like:
Thank you for your great service over the years.
Thank you for your prompt response to our [needs/request].
In business, we often work closely with others in our department and teams to achieve certain goals. Complimenting someone for going the extra mile (an expression that means putting in exceptional time and effort) towards the success of the team can greatly boost their morale.
You could use simple phrases like:
Thank you for a job well done.
Thank you for being an invaluable part of our team.
When a business associate accepts your invitation to meet, then it’s only courteous to thank them for making the time.
Simple phrases you could use include:
Thank you for the opportunity to meet up.
Thank you for making time to see me.
Sending a thank-you email to someone you’ve recently met at a business networking event such as a seminar, trade show or business dinner is a great way to build a strong business relationship.
You could start by saying:
Thank you for taking the time to talk with me today.
Thank you for your offer to connect me with your business contacts.
We all know that our customers and clients are the most important people to our business. So make it a practice to send your customers and clients an occasional thank-you note to show that you appreciate them.
You could start with this phrase to include the name of your company.
Thank you for choosing [your company name].
This phrase may be used at the beginning or end of your email:
Thank you for giving us the opportunity to serve you.
It’s always a wonderful thing to receive positive feedback from a customer or client! Be sure to write back and thank them graciously to maintain a strong relationship.
You could start by saying:
Thank you for your positive feedback.
You could use this phrase either at the beginning or end of your email:
We greatly appreciate your kind words.
While everyone hopes for positive feedback, we should also value negative feedback as a way of addressing customers’ concerns and improving our business in the long run. So be sure to accept negative feedback graciously and follow up with a note of thanks.
You could start with this phrase followed by a brief explanation of how you plan to address the issue that’s been highlighted:
Thank you for raising your concerns with us.
This phrase is a great one for ending your message:
Thank you for your understanding.
If you wish to stand out and leave a good impression with your prospective employer, be sure to send your interviewer a thank-you email shortly afterwards.
If you were interviewed by a group, the International Hellenic University suggests you consider sending a group thank-you note.
You could start with this phrase:
Thank you for meeting with me today.
You could also use this phrase at either the beginning or end of your message:
I appreciated the opportunity to meet with you today.
So there you have it—a list of professional phrases for expressing your gratitude to someone in business. You can’t go wrong with these phrases. Remember, a little courtesy goes a long way in business. So be generous with your thanks and good luck with your business English learning!
If you liked this post, something tells me that you'll love FluentU, the best way to learn English with real-world videos.
Experience English immersion online!
Writing a thank you note doesn't need to be difficult or time consuming. Here's a simple formula that works for any occasion:
While not required, a well-chosen quote could also add a touching note to your writing and personalize your card or letter even more. YourDictionary has a host of quotes for you to choose from.
Handwritten thank you notes are ideal, but it's now considered acceptable to send an email thank you note for a time sensitive occasion. For example, you would want to send an email thank you after a job interview to make sure your note was received before the final hiring decision was made.
There are many thoughtful words and sentiments that you can use to show your gratitude in thank you notes. We have selected a few key phrases that will help you get started with writing a touching, appreciative note.
After a wedding, a graduation, retirement or anniversary party, or other special event, it's customary to thank your guests for helping you celebrate. Words and phrases appropriate for an event thank you note include:
When you've been invited as a guest in someone's home, send a thank you note expressing appreciation for this hospitality. Some phrases that would be appropriate include:
It's always a good idea to send a thank you note for a gift, especially if the gift arrived via mail or the giver wasn't around to see you open it. Some examples of wording include:
When someone goes out of their way to help make your day a bit brighter, you can show your appreciation with a heartfelt thank you note. Try using:
A job search often requires several thank you notes. You should send a note after an interview, as well as to thank people who offered you job leads, networking connections, or a professional reference. For example:
YourDictionary has further examples of appropriate words and phrases to use on thank you notes for different occasions:
Use these ideas as a guide to help you create a heartfelt thank you note.
Now that you have seen these examples of great ways to start off a thank you note, you are ready to write your own notes after you receive a nice gift, attend a dinner party or interview, or someone helps you. Remember to make the thank you note personal and be sure to mention specifically what you are thanking the recipient for.
YourDictionary definition and usage example. Copyright © 2018 by LoveToKnow Corp
Link to this page
Cite this page
"Examples of Words for Thank You Notes." YourDictionary. LoveToKnow. examples.yourdictionary.com/examples-of-words-for-thank-you-notes.html.
Examples of Words for Thank You Notes. (n.d.). In YourDictionary. Retrieved from https://examples.yourdictionary.com/examples-of-words-for-thank-you-notes.html
10 Wording Examples for Your Wedding Thank You Cards - Click Here to find out how to write a thank you message or thank you note for your wedding guests.
Whoever said that it's much easier to edit than write must have been a writer. He or she knew that the art of creation – formulating ideas, choosing the right words and then lacing them together gracefully – taxes the mind in ways that cannot be compared to the process of changing a word here, deleting a word there or adding a few more words somewhere else. This revelation should come as a relief if you're struggling with how to word a thank-you note to someone who has served as president of an organization (or another position like it). In other words, you're far from alone. And now you're not without help, either – at least if you heed the tips below.
Part of the reason even professional writers struggle with creation is they skip the all-important brainstorming step. Take 30 minutes or take 15 minutes if you can, but take at least a few minutes to jot down your ideas and create a rough outline of what you want to say.
The beauty of brainstorming is that there is no pressure at this point to produce a final product. You're simply thinking. Your outline – a series of no-pressure bullet points – can be messy. It can be half-baked. And it can be incomplete (for now). At least your mental wheels are turning.
Plus, the time you invest now will save you time later because you shouldn't be paralyzed by writer's block when you're only partially done with your note. (And note that it's a note you must write_,_ not a letter, which means it's shorter. This fact should relieve some pressure.)
If you want to trade the remaining pressure you feel for an infusion of confidence, consider working with this three-step thank-you outline touted by the Harvard Business Review:
Adopt a Grateful and Honest Tone
This so-called “power thank you” may sound easier in theory than in practice. But remember: specificity in the form of examples and illustrations will spell the difference between a rote thank-you note and one the recipient tacks to his computer and sneaks a peek at whenever he needs a pick-me-up.
As you work from this outline, other tips may give you a rush of power over this task, too:
These tips should make the creation process go more smoothly. But you still may need some inspiration, whether you're expressing your appreciation to an outgoing president, a board member, a committee member, the board of directors or an outgoing chairman. The wording in the passages below is meant to do more than get your mental wheels turning; they should cause them to spin, especially if you edit them as you see fit:
Thank You to an Outgoing President
Thank You to a Resigning Board Member
Thank You for Serving on a Committee
Thank You to the Board of Directors
Thank You to an Outgoing Chairman
Mary Wroblewski earned a master's degree with high honors in communications and has worked as a reporter and editor in two Chicago newsrooms. Then she launched her own small business, which specialized in assisting small business owners with “all things marketing” – from drafting a marketing plan and writing website copy to crafting media plans and developing email campaigns. Mary writes extensively about small business issues and especially “all things marketing.”
But don't let writing bridal shower thank you notes cause you undue stress: we you note etiquette questions, complete with ideas for what to write and wording.