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A To-Don’t for You: Overthinking Thank You Letters

Your thank you letters don’t need to be fancy or fast—just sincere, clear, and rooted in your values.


Here’s a truth we’ve been sitting with: fundraisers spend too much time on thank you letters (and emails and texts).


Not because we’re too grateful (we are, deeply 🙏🏾). But because somewhere along the way, many of us were taught that every donor needed the perfect note—and that they needed to get it right away.


That’s a lot of pressure. And a lot of time. And it’s time to let some of it go. 💨




Let’s Be Real About Gratitude


Community-Centric Fundraising invites us to decenter donor praise and recenter community power. That includes how we say thank you.


You don’t have to:


  • Make donors feel like heroes

  • Elevate their generosity above all else

  • Write like you’re auditioning for a gratitude award 🏆


You do need to:


  • Be honest about your appreciation

  • Keep donors connected to your mission and values

  • Protect your time and energy so you can serve your whole community—not just your donors



✂️ Put These on Your To-Don’t List


Let go of:


🚫 Writing custom notes for every donor

🚫 Sending acknowledgments within 48 hours

🚫 Gushing or exaggerating praise

🚫 Creating “tiers” of thank yous based on gift size

🚫 Worrying that a plain letter means you don’t care



✅ What to Do Instead


💌 Write One Strong Thank You Letter Each Season


Keep it short, mission-focused, and rooted in your values. Be transparent about the work—not performative about the gratitude.


Pro tip: Ask AI to draft a thank you letter based on your last appeal. You’ll have something ready in seconds.


Sample language:


Thank you for being part of this work. Your gift helps fuel a movement for health and equity in our community. We’re all in this together.



🗓 Send Acknowledgments on a Realistic Schedule


Maybe you send thank you's weekly. Maybe biweekly or monthly. Just be as consistent as you can—and let donors know what to expect.


Try adding this to your giving page, appeals, and remit forms:


We value every gift and put the money to work right away. To use our resources efficiently, we send gift acknowledgments at the end of each month.



🧠 Use Thank You's to Reflect Your Values


Move beyond simple gratitude—connect your donors to the bigger picture and shared purpose.


Consider lines like:


  • “Your gift supports work that’s led by our community.”

  • “We believe in collective care, and your contribution is part of that.”

  • “Together, we’re fighting for change.”



Want help writing a thank you letter that feels aligned—not exhausting?

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