Guides › Charities & Community
Write thank-you letters donors remember
Get a warm, personal thank-you for each gift that names what it made possible, in your charity's voice, in a couple of minutes each.
When to use it
Within a few days of every gift
Step by step
Note what makes this gift special
Write down the type of gift, what it will fund, whether they're a first-time or long-standing supporter, and anything they told you about why they gave. Use first names only.
Ask the AI for a letter
Paste your notes into your AI assistant with this prompt.
Prompt to copyWrite a thank-you letter from [your name, role] at [charity] to a supporter called [first name]. Gift: [type, e.g. monthly gift / one-off / event sponsorship]. What it helps fund: [specific project]. Supporter background: [first-time / years supporting / reason they gave]. Include one short real example of our work: [paste a brief story or fact we can stand behind]. Tone: warm, personal, not gushing. Under 200 words. No mention of the amount unless I give it. End with a soft, optional way to stay involved, not another ask. Give me 2 versions: a letter and a shorter email.Add a personal touch
Read it, change any phrase that doesn't sound like you, and add one handwritten line if you're posting it.
Log that it was sent
Note the date you thanked them in your donor records so nobody gets thanked twice or missed.
What you get
Dear Helen, thank you so much for your gift to our winter warmth appeal. This month alone, it helped us deliver hot meals to families at our Eastgate hub, where one dad told us it was the first evening in weeks he hadn't worried about dinner...
Tips
- Don't paste full donor records, addresses or bank details into an AI tool; first name and gift type are enough.
- Build a small bank of real impact stories so every letter has a fresh, true example.