If your organization has been lucky enough to receive a donation of funds, services or goods, you should be as professional and gracious as possible in your appreciation. One of the most formal ways to tackle this issue is to write an official donation acceptance letter. You should know how to compose a professional and gracious letter whenever this occasion arises. Here is a quick guide to writing an effective and successful letter to show appreciation to a donor.
Format and Content
If your organization has an official letterhead, be sure to write on it and use proper grammar and spelling at all times. You should put approximately three paragraphs in a proper donation letter acceptance format. Open with a positive statement of your acceptance of the individual or company’s donation, mentioning a few details about the donation itself and how it will be used. Leave your contact details in case the donor needs to discuss anything with you further and close with a nice expression of your gratitude for the donation. Remember to sign and date the letter in the right places.
If you need to gather some ideas on writing a great letter, looking at an example will probably be very helpful to you. Here is a formal donation acceptance letter sample from a charitable organization who has received a sizeable monetary gift from a private donor. The director writes this letter to express her appreciation for the donor’s gift and let her know how it will help the organization.
I am writing to let you know that we have received your generous donation of $25,000 to ABC Community Organization. We are deeply grateful to you for financially helping us to serve our community. As you know, ABC Community Organization is dedicated to improving homeless shelters and programs in our area. Your generous donation will help us to complete our current project in the estimated time and we look forward to sharing its progress with you.
Enclosed with this letter, you will find a receipt for your donation, as well as a chart detailing our new project which your donation will help greatly with. Should you wish to discuss any of these matters with me further, please do not hesitate to contact me at (555)-555-5555 or [email] I hope I can look forward to hearing from you again.
On behalf of everyone at ABC Community Organization I wish to extend my sincere gratitude to you for your thoughtful and generous donation. We look forward to seeing the positive and uplifting progress in our wonderful community and hope that you do as well. We hope that this letter finds you well and wish you all the best. Thank you for your consideration.
Deborah D. Miller
ABC Community Organization