Ever wondered what to include with your quarterly donation report? A short, thoughtful letter can make all the difference. It’s a chance to thank donors and update them on your organization’s progress.
This article provides sample letters. We offer various templates. These examples will help you craft the perfect letter. You can adapt them to your specific needs.
Use these samples as a starting point. They’ll save you time and effort. Write a personalized letter. Show your donors you appreciate their support.
sample letter to accompany quarterly giving statement
[Your Organization’s Letterhead]
[Date]
[Donor Name]
[Donor Address]
Dear [Donor Name],
Enclosed is your quarterly giving statement for the period of [Start Date] to [End Date]. It details your contributions to [Your Organization’s Name] during this time. We deeply appreciate your continued support. Your generosity makes a significant difference in the lives of [briefly mention who benefits – e.g., the children we serve, our research efforts, etc.].
This statement shows the total amount you have given this quarter. You can see a breakdown of your individual donations. We strive for complete transparency in our financial reporting.
We are making excellent progress towards our goals. Your contributions have helped us [mention a specific achievement or milestone reached thanks to donations – e.g., expand our after-school program, purchase new equipment for our laboratory, etc.]. We are incredibly grateful for your partnership.
If you have any questions regarding your statement, please don’t hesitate to contact us. You can reach us by phone at [Phone Number] or by email at [Email Address].
Thank you again for your unwavering support. We look forward to continuing our work together.
Sincerely,
[Your Name/Organization Name]
How to Write a Sample Letter to Accompany Quarterly Giving Statement
Understanding Your Audience: The Cornerstone of Effective Communication
Before you even begin crafting your letter, consider your audience. Are you writing to long-term, established benefactors or newer, less familiar donors? Tailoring your tone and language is paramount. A formal, almost epistolary style might suit one group, while a more conversational approach could resonate better with another. This crucial initial step underpins the entire efficacy of your communication.
Structuring Your Epistle: A Guide to Clarity and Conciseness
A well-structured letter is as vital as its content. Begin with a warm and personalized salutation. Avoid generic greetings; instead, strive for a touch of bespoke personalization. Next, succinctly present the purpose of your letter – the quarterly giving statement. Then, provide a clear, concise summary of the financial highlights. Finally, conclude with a sincere expression of gratitude and a call to action, if appropriate, perhaps encouraging continued support.
Crafting Compelling Content: Showcasing Impact and Transparency
Don’t simply list figures; illustrate their impact. Quantify the achievements made possible thanks to their generosity. Did their contribution help fund a specific program? Did it enable the accomplishment of a crucial milestone? Provide concrete examples, painting a vivid picture of the positive change their donation facilitated. Transparency is key; be forthright about your organization’s financial stewardship.
Maintaining a Professional Tone: Etiquette in Epistolary Correspondence
Professionalism is non-negotiable. Maintain a respectful and courteous tone throughout the letter. Proofread meticulously for any grammatical or spelling errors – carelessness reflects poorly on your organization. Pay close attention to the formatting; use a clean, legible font and maintain consistent margins. This demonstrates respect for the recipient and enhances the overall credibility of your communication.
Incorporating a Call to Action: Nurturing Ongoing Philanthropy
While expressing gratitude is crucial, consider including a subtle call to action. This could be as simple as encouraging continued support or mentioning upcoming fundraising events. However, avoid any pressure tactics; your aim should be to cultivate a lasting relationship built on mutual respect and trust. A judicious approach is essential here.
Employing Appropriate Language: A Lexicon of Charitable Communication
The language employed should be both accessible and impactful. Avoid jargon or overly technical terms. Instead, use straightforward language that is readily understood by a broad audience. Emphasize the human element; share stories of individuals whose lives have been positively impacted by the organization’s work. This fosters emotional connection and reinforces the value of their contributions.
Reviewing and Refining: The Polishing Stage of Composition
Before dispatching your letter, subject it to rigorous review. Ensure the tone is appropriate, the content is accurate, and the overall presentation is impeccable. A second pair of eyes can often identify subtle flaws that might have been overlooked. This final step ensures a polished and professional communication reflecting positively on your organization and reinforcing the value of donor relationships. Thoroughness is paramount.
FAQs about sample letter to accompany quarterly giving statement
Understanding how to effectively communicate with donors is crucial for non-profit organizations. A well-crafted accompanying letter to a quarterly giving statement can significantly impact donor retention and future contributions.
What is the purpose of including a letter with a quarterly giving statement?
The primary purpose is to express gratitude for the donor’s contribution, reinforcing their relationship with the organization. A well-written letter can also highlight the impact of their donation, showcase recent achievements, and subtly encourage continued support.
What key information should be included in the letter?
The letter should include a warm and sincere thank you, a brief summary of the organization’s recent activities and accomplishments, a specific example of how the donations are making a difference, and a subtle call to action (e.g., encouraging continued giving or inviting them to an upcoming event).
What is the ideal tone and style for the letter?
The tone should be professional yet personable, conveying genuine appreciation and transparency. The style should be concise and easy to read, avoiding overly formal or technical language. Focus on storytelling and making a personal connection with the donor.
How can I personalize the letter to individual donors?
Personalization is key. Whenever possible, mention the donor’s name and specifically reference their contribution amount or donation method. If you have information about their specific interests within your organization’s mission, tailor the letter to reflect that.
Where can I find examples of effective accompanying letters?
Numerous online resources offer examples of effective letters accompanying quarterly giving statements. Searching for “sample thank you letter for donation” or “non-profit donor communication examples” can yield helpful templates and best practices. Reviewing various examples can inspire your own unique approach, ensuring your message is both engaging and impactful.
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