One of the hardest jobs for an NGO is fundraising, and you have got it.
But wait, do not forget to send a “Thank you” email to your donor. The longer you wait; the lesser chance to earn your sincerity points.
“Thank you” can be an incredibly powerful pair of words. It is a courteous way to thank the donor for their money and time. It makes you look thoughtful and professional. And for most fundraisers, it is the No#1 strategy for creating loyal relations. A simple note can engage you on a personal level with your donor and also increases your chance for subsequent funding.
10 Rules for Writing a Thank You Email to Donors
1. Always use your professional email address
Ideally, every NGO must have a website with proper domain name and email address under it. It helps your organization look more professional to donors.
Use email@example.com instead of firstname.lastname@example.org. The donors instantly remember you and your organization, and your email will not get mistaken for spam.
2. Make sure the subject line is appropriate
Never send an email without subject. With inboxes being clogged by hundreds of e-mails per day, it is important that your subject line is to the point. It should be simple and descriptive of what you have written about. In fact, 47% of email recipients decide whether or not to open an email based on subject line alone.
E.g. Thank you for choosing to donate to Women’s Literacy program
3. Use the appropriate salutation
Begin your “thank you” letter by addressing it to a person rather than an organization. Someone who has been in constant contact during fundraising.
Dear John Don sounds better and personal than Dear DFID or Dear Sir or Madam.
Make it personal but not unprofessional.
Never use Hey John, or John Hello.
4. Express your genuine gratitude
Start by thanking them right away. Be specific about what you’re grateful for. Put the exact amount of the donation received and the name of the project to which the donation was made. An important part of this is showing your transparency on how their money is being spent.
5. Tell them why their donation is valued
Write a brief but descriptive paragraph on how their money will be used for and how it will change lives or solve a problem. Adding a case study or a feedback from beneficiary would help to bring the donor’s impact to life.
6. Attach an image
Again, an image of your project in action is one of the best ways of demonstrating both your appreciation and the donor’s impact. A Picture is worth a thousand words.
Remember to resize the image before attaching (not more than 500 KB) – its just for review, not for print.
7. Tell the donor when they will hear from you next
Now that you’ve expressed your gratitude, it is always nice to give donors a time frame of when you will be able to send a progress report of the project or better invite them to your organization to see the work first hand.
8. Let them know you appreciate them one last time
End the letter with one last quick thank you.
9. Always include a signature.
Close the letter with your name and contact information. Give a name, phone number and email address of a person.
Don’t sign off in an overly familiar way, e.g ‘Rama from Nepal’, ‘XOXO’, ‘Muwah’. If your organization is active in social media, include the information in your signature as well.
Dhapasi, Kathmandu, Nepal
10. Include P.S
Use your P.S as a marketing tool, to gain more engagement. Ask them to subscribe to your newsletter, follow you on social Media
P.S. We are now working in Kodari too, for updates kindly subscribe to our newsletter.