Saying thank you is essential for maintaining relationships with donors. After receiving a donation, send a thank you letter promptly. Posting the note within the next 48 hours is best, but if that is not possible, be sure to mail it before the end of the week.

Don’t send out a one-size-fits-all generic letter. Show your appreciation by writing a customized, personalized message, specific to the donor in question. Let the donor know how you will use the money and what it means to your organization. Use a real signature, not a computerized one, and include a contact name and number of someone the donor can call with any questions. Adding a handwritten note from your organization’s director or president is also a nice touch.

Thank you letters can serve as proof of donation for tax purposes, so print the message on letterhead and indicate the amount received so the donor can use it as a tax receipt.

Acknowledging a donation is crucial to cultivating relationships. Making a courteous impression makes it more likely that new donors will donate again and continue to support your organization.