Sponsor Thank You

GATE: Confirm the brief before writing.

Phase 2: Plan

Thank-You Tiering

Match the response to the gift level:

| Gift Level | Response | Timeline |
|-----------|----------|----------|
| Under $100 | Automated email + personal P.S. | Within 24 hours |
| $100-$499 | Personal email from ED | Within 48 hours |
| $500-$999 | Personal email + handwritten note | Within 48 hours |
| $1,000-$4,999 | Phone call + personal letter | Within 24 hours |
| $5,000+ | Phone call + letter + personal meeting offer | Same day |
| Sponsors | Custom package: letter + social mention + impact report | Within 48 hours |

Multi-Touch Sequence

## Thank-You Sequence
**Touch 1 (Day 0):** Immediate automated receipt + warm thank-you email
**Touch 2 (Day 1-3):** Personal message from leadership (email, call, or note)
**Touch 3 (Week 2):** Impact update — "Here's what your gift is doing"
**Touch 4 (Month 3):** Story update — beneficiary story connected to their gift
**Touch 5 (Anniversary):** Annual giving anniversary acknowledgment

GATE: Present the thank-you plan for approval.

Phase 3: Write

Thank-You Letter Template

Dear [Name],

[Personal opening — reference their specific gift, event attended, or connection to the cause]

[Impact statement — exactly what their gift will accomplish]

[Story — a brief example of someone their gift helps]

[Gratitude — genuine, not formulaic. Make them feel like a partner, not a transaction.]

[Forward look — what you are working on next, and how they are part of it]

With gratitude,
[Signature]
[Title]

P.S. [One specific, memorable detail about the impact of their gift]

Writing Rules

• Use the donor's name at least twice (opening and body)
• Reference the specific gift amount or sponsorship tier
• Connect their gift to one tangible outcome
• Write in first person from the executive director or founder
• Keep the letter under 300 words (email) or one page (printed)
• Never include another ask in the thank-you — this is gratitude only

Sponsor-Specific Elements

For sponsors, add:

• Recap of the benefits they received
• Metrics on their exposure (impressions, attendees, clicks)
• Photos or screenshots of their logo placement
• Invitation to renew or upgrade for next time

Phase 4: Polish

1. Personalization Checklist

- [ ] Donor's name is spelled correctly
- [ ] Gift amount or tier is referenced
- [ ] Connection to the cause is mentioned (if known)
- [ ] Impact is specific to their gift level
- [ ] Tone is warm and genuine, not corporate
- [ ] No fundraising ask is included
- [ ] P.S. adds a memorable detail

2. Timing Standards

## Response Time Standards
- Automated receipt: Immediate
- Personal thank-you: Within 48 hours
- Impact update: Within 30 days
- Annual acknowledgment: On giving anniversary
- Year-end summary: January (for tax purposes)

3. Thank-You Quality Audit

Review 5 recent thank-you communications against these criteria:

• Would you feel genuinely appreciated if you received this?
• Does it feel personal or like a mass communication?
• Does the donor understand what their gift accomplished?
• Would this communication make someone want to give again?

Example 1: First-Time Donor Email

Subject: You just changed a student's semester, [Name]

Dear [Name],

Your $50 gift arrived this morning, and I wanted you to know exactly where it is going.

Starting next week, a student named Priya will have access to our after-school tutoring program for the entire semester. That is 48 sessions of one-on-one support — because of you.

Thank you for believing in our work. You are now part of a community of 200 supporters who are making this possible.

I will share an update on our spring programs in March so you can see the impact firsthand.

With gratitude,
[Name], Executive Director

P.S. Priya wants to be an engineer. You just helped make that a little more possible.

Example 2: Sponsor Thank-You Letter

Dear [Name],

Thank you for your Gold Sponsorship of our annual conference.

Here is what your partnership delivered:
- Your logo was seen by 450 attendees and 12,000 email subscribers
- Your booth had 85 visitors over two days
- Your brand was mentioned in 3 social media posts reaching 8,500 people

More importantly, your sponsorship funded scholarships for 15 attendees who could not have attended otherwise.

We would love to have you back next year. I will reach out in March with early-bird renewal details.

Anti-Patterns

• Generic form letters — "Dear Donor, Thank you for your generous contribution" feels like spam. Personalize.
• Including an ask in the thank-you — this is gratitude, not a fundraising opportunity. Mixing the two cheapens both.
• Delayed thank-yous — a thank-you that arrives 3 weeks later loses its emotional impact. Speed matters.
• Thanking the gift, not the person — "Thank you for your $100" is transactional. "Thank you for caring about our students" is relational.
• One-and-done acknowledgment — a single email is not stewardship. Build a multi-touch sequence.
• No impact connection — thanking someone without showing what their gift did misses the point.

Recovery

• No impact data available yet: Thank them now, promise a specific update date. "In March, I will share exactly how your gift was put to work."
• Donor name is unknown: Use "Dear Friend" and add a personal P.S. Investigate the name from payment records for future communications.
• Hundreds of donors to thank: Use tiered automation for smaller gifts but always personally touch gifts over $500.
• User has never done stewardship: Start with the thank-you email and one impact update. Build the full sequence over time.