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For nonprofits
How to write a donor thank-you letter (plus year-end templates)
Thank each donor by name the same day if you can, and say what the gift did. In a year-end letter, add the amount, the date and whether you gave anything in return, so it works as a tax receipt.
A thank-you that works
| Speed | Same day if you can, two days at most |
| Focus | On the donor and their impact, not on you |
| Specific | Name what their gift makes possible |
| Doubles as | Your IRS acknowledgment, with the required line |
Why the thank-you is your best retention tool
Fewer than 1 in 5 people who gave to a nonprofit for the first time in 2024 gave to it again in 2025, according to the Fundraising Effectiveness Project. Its advice for winning that second gift starts with a timely thank-you, then a clear sense of what the gift made possible. A prompt, warm, specific thank-you does both.
What to say
- Thank first. Lead with gratitude, not another ask.
- Make it about them. "You did this," not "we did this."
- Be specific. Name what the gift makes possible, in real terms.
- Keep it human. A real signature beats a form letter.
What to avoid
Late (weeks later), generic ("Dear Friend"), or asking for the next gift in the same breath. Those undo the goodwill.
Make it your tax receipt too
Add the amount, date, and the goods-or-services line and your thank-you also serves as the IRS acknowledgment. A donor needs one to deduct any single gift of $250 or more. One letter or email can cover several gifts, such as a year-end summary (IRS Publication 1771). See donation acknowledgment rules.
Templates
First gift:
Repeat donor:
Year-end gift (doubles as the tax receipt):
Year-end summary, for a donor who gave more than once:
Prefer a file you can edit?Download Word (.docx)
Ember Giving
Ember Giving records the gifts you receive and helps you thank the donors behind them. Each gift you record with a donor lands on a needs-a-thank-you list, and Ember writes a draft you send yourself. It never processes donations. Unlimited users on every tier.
General information for people starting or running a nonprofit, not legal or tax advice. Rules change; confirm specifics with the IRS, your state, or a qualified professional.
Sources: Fundraising Effectiveness Project, 2025 Q4 FEP Report (the full year 2025) and its Retention Rate by Donor Type, read 25 September 2026 · IRS Publication 1771 · councilofnonprofits.org, verified August 2026.