Nonprofits rely on donors who believe in their vision, but it’s easy to treat these relationships as routine mail merges and standard appeals. There’s a more human way to encourage ongoing support. By personalizing your donation letters—acknowledging specific contributions and highlighting tangible outcomes—you remind donors that they’re active partners in your cause, not just an entry in your database. Let’s explore why personalization matters, what to include, and provide some sample messages tailored to different donor scenarios.
Donors respond to authenticity and gratitude. A personalized letter shows them you recognize their individual stake in your mission. Instead of generic appeals, you’re sharing a sincere “thank you” and painting a picture of the difference they’ve helped make. This approach not only encourages repeat giving but also deepens their connection to your cause. In a world awash with faceless requests, a personal note is a refreshing reminder that their contribution truly counts.
Read more: Elevating Donor Relationships in 2025: Why Individualized Appreciation Matter More Than Ever
Let’s start with the ABCs: (1) use the donor’s name. (2) send it (or sign off) from a real person in your organization. Both help ensure your letters stand apart from generic or automated sends.
Donors want to know their contribution made a difference. Mention particular projects they helped fund or stories of individuals who have benefitted (if you don’t have anything concrete yet, you can always share how you plan to use the donation to further your mission). You’ll also want to check on the donor’s history with your organization – whether they’ve contributed for multiple years or are a first time giver, those are fantastic facts to reference in your letter.
Your letter, much like your cause, is about human connection. So ensure your language is sincere and straightforward. Start and end with a warm thank you by name, and you’re halfway there. Of course, your tone may need to change depending on your organization’s brand and/or donor profile (for example, major donors or organizations). There’s no harm in adopting a more professional or formal tone if the situation calls - just leave the stiffness behind!
Don’t overlook the chance to drop in a personal detail. Even a brief handwritten line—perhaps a signature or a personal thank you—can bring that personal warmth. Services like PenPals let you scale that human touch without straining your resources.
Dear [Name],
It was so lovely to meet you at [event]. Thank you so much for your donation to [organization]. Your first donation has already helped us [specific outcome]. Knowing that you chose to support our mission means more than we can express. Thank you for believing in what we do.
[Your name]
Dear [Name],
It was wonderful speaking with you after [event or meeting]—your enthusiasm for our work was truly uplifting. Thank you for making your very first gift to [organization]. Because of your support, we’re already moving forward on [specific outcome or project]. Knowing that your first donation is helping us move closer to our mission means the world to us.
Warmly,
[Your name]
Dear [Name],
Your first donation to [organization] is a milestone we won’t forget. With your help, we plan to [intended use of donation], bringing hope to those who need it most. Seeing you join our community of supporters is incredibly motivating. Thank you for choosing to stand with us from the start.
Gratefully,
[Your name]
Dear [Name],
Thank you again for your ongoing support of [organization] and gift of [details]. Your consistent support over the years has been a steady source of hope for our community. Because of your generosity, we’ve [specific outcome]. All of us are so grateful for your ongoing commitment, and look forward to seeing you again at [event].
[Your name]
Dear [Name],
Your ongoing contributions over the past [number of years/months] have had a lasting impact on our work at [organization]. Because of you, we’ve been able to [specific outcome]. It’s not just the gift itself, but the steady confidence you’ve shown us year after year that keeps us moving forward. Thank you for always having our back.
With sincere thanks,
[Your name]
Dear [Name],
I still recall our chat at [previous event or meeting]—your insights helped shape a few of our new initiatives. Your continued support of [organization] means that we can keep [specific ongoing project] on track. Your belief in our mission, time and again, reassures us that we’re on the right path.
Warm regards,
[Your name]
Dear [Name],
We noticed that you recently increased your contribution to [organization], and we’re humbled by this show of confidence. Thanks to your added generosity, [specific project or program] can expand its reach, touching more lives and driving real change. You’ve taken an extra step with us, and we can’t thank you enough.
All my best,
[Your name]
Dear [Name],
I wanted to personally reach out and thank you for your gift of [details]. Your gift wasn’t just a number on a spreadsheet—it was the key that unlocked [specific outcome]. Your partnership plays a crucial role in shaping the future of our mission. We thank you wholeheartedly and remain inspired by your dedication to creating lasting change.
[Your name]
Dear [Name],
Your generous gift of [details] set into motion the launch of [specific project or program]. Thanks to you, we’ve already seen [brief result or initial success]. Your leadership-level support truly inspires everyone involved, and it’s a key reason we’re forging ahead with confidence.
With deep gratitude,
[Your name]
Dear [Name],
Your company’s support of [organization] is a testament to the values we both hold dear. Because of your recent gift, we’ve been able to [specific impact related to corporate social responsibility goals]. Working side by side, we’re making a difference that resonates not only in the community but with your team as well.
Many thanks,
[Your name]
For many nonprofits, the idea of handwriting dozens or hundreds of personalized letters sounds daunting. PenPals can help ease that logistical burden.
We make it effortless to scale your personalized outreach: just pick out a card & type out your message. We handle putting pen to paper in writing out your message (with the help of some robots), addressing your envelopes, and popping them in the mail to your recipients.
Sending letters in bulk is also simple with our bulk upload feature and merge tags allowing you to personalize messages for your donors in one swoop.
Browse our cards below to get started.
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