# Complete Donor Thank You Package

**ORGANIZATION:**
Hope Kitchen

**MISSION:**
Providing hot meals and job training to people experiencing homelessness in Chicago

**DONOR:**
Sarah Mitchell

**GIFT AMOUNT:**
$250

**GIFT TYPE:**
First-time donor, year-end campaign

**DONATION DATE:**
December 28, 2024

**CAMPAIGN:**
Year-End Matching Gift Campaign

**IMPACT:**
$250 = 100 hot meals (200 with match)

---

## UNDERSTANDING DONOR THANK YOUS

### Why Thank You Letters Matter:

```
• Donors thanked within 48 hours are 4x more likely to give again
• 70% of first-time donors never give a second gift
• Donor retention is more cost-effective than acquisition
• Thank yous set the tone for the entire relationship
```

### Thank You Types:

| Donor Type | Response | Timing | Format |
|------------|----------|--------|--------|
| **First-Time Donor** | Extra warm welcome | Within 48 hours | Email + Letter |
| **Repeat Donor** | Recognition of loyalty | Within 48 hours | Email or Letter |
| **Major Donor ($1K+)** | Personal, often call | Within 24 hours | Call + Letter |
| **Monthly Donor** | Welcome to sustainer family | Within 48 hours | Email + Letter |
| **Long-Time Donor** | Deep gratitude, history | Within 48 hours | Personal letter |
| **Lapsed Donor Return** | Welcome back, no guilt | Within 48 hours | Email + Letter |

### The Thank You Formula:

```
[GRATITUDE] — Immediate, specific thanks
[IMPACT] — What their gift accomplishes  
[STORY] — Brief connection to real person/outcome
[HERO] — Position donor as the reason for change
[NEXT] — What happens now (stewardship preview)
[CLOSE] — Warm, personal signature
```

---

## SECTION 1: SUBJECT LINES (Email Thank Yous)

### Subject Line Type 1: Direct Gratitude

```
1. "Thank you, Sarah"
2. "Your gift made it"
3. "We received your donation—thank you!"
```

---

### Subject Line Type 2: Impact-Focused

```
4. "200 meals—because of you"
5. "You just provided 200 hot meals"
6. "Here's what your $250 is doing"
```

---

### Subject Line Type 3: Emotional/Personal

```
7. "This means so much"
8. "I had to say thank you personally"
9. "You made our day, Sarah"
```

---

### Subject Line Type 4: Welcome (First-Time)

```
10. "Welcome to the Hope Kitchen family"
11. "You're officially one of us"
12. "Your first gift—and what it means"
```

---

## SECTION 2: THANK YOU EMAILS

### Email Version 1: First-Time Donor (Primary)

```
**Subject:** Thank you, Sarah—200 meals are on the way

**Preview Text:** Your first gift to Hope Kitchen is already making a difference.

---

Dear Sarah,

I just saw your gift come through, and I had to reach out personally.

**Thank you.**

Your $250 donation—doubled by our matching gift—will provide 200 hot meals to people experiencing homelessness in Chicago.

Two hundred meals. That's what you just did.

Let me tell you what that looks like:

It's Marcus, who comes in every morning, always says "good morning" even when he slept outside. It's Linda, who hasn't missed a dinner in three weeks and just enrolled in our job training program. It's the quiet man in the corner who never gives his name but always says "thank you for seeing me."

Your gift means they eat today. It means they sit at a real table, treated with dignity. It means someone saw them.

**You did that.**

As a first-time donor, I want you to know: you're not just giving money. You're joining a community of people who believe everyone deserves a hot meal and a chance.

In the coming months, I'll share updates on how your gift is making a difference. You'll hear stories from the kitchen, see the faces you're helping, and know exactly where your generosity goes.

Welcome to the Hope Kitchen family, Sarah. We're so glad you're here.

With deep gratitude,

**Maria Santos**
Executive Director, Hope Kitchen

P.S. Your tax receipt is attached. But more importantly—thank you for trusting us with your generosity. It means everything.
```

**Word Count:** 253 words

---

### Email Version 2: Repeat Donor

```
**Subject:** You did it again, Sarah. Thank you.

---

Dear Sarah,

I noticed something when your donation came through: this isn't your first gift.

You gave last year too. And now you're back.

**That means more than I can say.**

It's easy to give once. It takes real commitment to give again. You looked at all the causes asking for your support, and you chose us—again.

Your $250, doubled by our match, will serve 200 hot meals. But your loyalty does something even bigger: it tells us that our work matters. It gives us confidence to plan ahead, to grow, to serve more people.

**Repeat donors like you are the backbone of everything we do.**

Thank you for believing in this work—and for believing in it twice.

I'll keep you updated on the impact you're making. And I promise we'll keep earning your trust.

With gratitude,

**Maria Santos**
Executive Director, Hope Kitchen
```

**Word Count:** 152 words

---

### Email Version 3: Major Donor ($1,000+)

```
**Subject:** Sarah, I need to thank you properly

---

Dear Sarah,

I don't usually write thank you emails at 9pm. But I just saw your gift, and it stopped me in my tracks.

**$2,500.**

With our matching gift, that's $5,000—enough to serve 2,000 hot meals.

Two thousand meals. From one person. From you.

I want you to know exactly what this makes possible:

→ Every breakfast and dinner for one full week
→ 12 people enrolled in job training
→ The peace of mind to plan our January operations

Sarah, donors like you don't just support our work—you make it possible. Period.

I would love to thank you in person. Would you be open to a phone call or coffee in the new year? I'd love to share more about what we're building and hear what drew you to Hope Kitchen.

No obligation, of course. But it would mean a lot to connect with someone whose generosity runs this deep.

In the meantime: **thank you.** From me, from our team, and from every person who will eat because of what you did today.

With profound gratitude,

**Maria Santos**
Executive Director, Hope Kitchen
(312) 555-0123

P.S. I'll follow up with a call next week if that's okay. You deserve more than an email.
```

**Word Count:** 213 words

---

### Email Version 4: New Monthly Donor

```
**Subject:** Welcome to the Hope Kitchen Sustainers

---

Dear Sarah,

You just did something special.

By becoming a monthly donor at $25/month, you didn't just make a gift—you made a commitment. And that changes everything.

**Here's what your $25/month provides:**

→ 100 hot meals every single month
→ 1,200 meals over the next year
→ Stability we can count on and plan around
→ The ability to say "yes" to more people who need help

Monthly donors are our heroes. While one-time gifts fund today, sustainers like you fund the future. You give us the confidence to grow our job training program, extend our hours, and never turn anyone away.

**As a Hope Kitchen Sustainer, here's what you get:**

✓ Monthly impact updates (exactly how your gift helped)
✓ Behind-the-scenes stories from the kitchen
✓ Invitation to our annual Volunteer Appreciation Dinner
✓ First access to tours and events

You're not just a donor anymore, Sarah. You're family.

Thank you for believing in this work—month after month.

With gratitude,

**Maria Santos**
Executive Director, Hope Kitchen

P.S. Your first gift will process on January 1st. You can update or cancel anytime at [link], but I hope you'll stay. We need more people like you.
```

**Word Count:** 210 words

---

### Email Version 5: Long-Time Donor (5+ Years)

```
**Subject:** 7 years, Sarah. Seven.

---

Dear Sarah,

When your donation came through, I looked up your history with Hope Kitchen.

**You've been giving for seven years.**

Seven years of hot meals served. Seven years of believing in people others gave up on. Seven years of showing up—quietly, faithfully, generously.

I don't know if you realize how rare that is. Most donors give once and disappear. You gave once and stayed.

Since your first gift in 2017, Hope Kitchen has:
→ Served over 180,000 meals
→ Helped 94 people find employment
→ Expanded from 3 days/week to 7
→ Added a job training program

You were part of all of it. Your gifts—year after year—built this.

With your latest $250 (doubled to $500), you'll add another 200 meals to your legacy.

**Seven years. 200 more meals. One extraordinary donor.**

Sarah, I don't have words big enough to thank you. So I'll just say this: we couldn't do this without you. Literally. Donors like you ARE Hope Kitchen.

Thank you for seven years of changing lives—and for trusting us with your generosity.

With deep gratitude,

**Maria Santos**
Executive Director, Hope Kitchen

P.S. I'd love to feature your story in our newsletter (anonymously if you prefer). Seven years is worth celebrating. Let me know if you're open to it.
```

**Word Count:** 228 words

---

### Email Version 6: Lapsed Donor Return

```
**Subject:** Welcome back, Sarah

---

Dear Sarah,

I noticed something wonderful today: you're back.

It's been a couple of years since your last gift, and I want you to know—**we never forgot you.** Life gets busy. Priorities shift. Inboxes overflow. We get it.

But you came back. And that means everything.

Your $250 (doubled to $500 with our match) will serve 200 hot meals to people experiencing homelessness in Chicago. Same mission. Same dignity. Same hot plates of food served by people who care.

**Some things that have changed since you last gave:**

→ We now serve 7 days a week (up from 3)
→ We launched a job training program (94 graduates and counting)
→ We moved to a larger kitchen
→ We served our 200,000th meal last month

A lot of this happened because of donors like you—people who believed in us from the beginning.

Thank you for coming back, Sarah. We're glad you're here.

Warmly,

**Maria Santos**
Executive Director, Hope Kitchen

P.S. No guilt about the time away—just gratitude that you're back. Welcome home.
```

**Word Count:** 182 words

---

## SECTION 3: FORMAL THANK YOU LETTERS (Mail)

### Mailed Letter: First-Time Donor

```
[LETTERHEAD]

January 2, 2025

Sarah Mitchell
123 Main Street
Chicago, IL 60614

Dear Sarah,

Thank you for your generous gift of $250 to Hope Kitchen.

This was your first donation to our organization, and I want you to know how much it means to us—and to the people we serve.

With our year-end matching gift, your $250 became $500. That's 200 hot meals for people experiencing homelessness in Chicago.

But it's more than meals. It's dignity. It's someone sitting at a table instead of on the ground. It's a warm room, a friendly face, and the simple message: you matter.

Last week, I met a man named James in our dining room. He'd been on the streets for eight months. He told me: "This place saved my life. Not just the food—the fact that someone cared enough to make it."

Donors like you make that possible. You are the "someone who cared."

As a new member of the Hope Kitchen community, you'll receive updates on the impact of your giving throughout the year. I want you to see exactly where your generosity goes.

Thank you for believing in our mission. Welcome to the family.

With gratitude,


**Maria Santos**
Executive Director

---

*Your gift of $250 is tax-deductible to the fullest extent of the law. Hope Kitchen is a 501(c)(3) nonprofit organization. EIN: 12-3456789. No goods or services were provided in exchange for this contribution.*
```

**Word Count:** 232 words

---

### Mailed Letter: Major Donor

```
[LETTERHEAD]

January 2, 2025

Sarah Mitchell
123 Main Street
Chicago, IL 60614

Dear Sarah,

I am writing to personally thank you for your extraordinary gift of $2,500 to Hope Kitchen.

Gifts of this magnitude don't happen often. When they do, they represent more than generosity—they represent belief. Belief in our mission, our team, and the people we serve.

Your donation, doubled by our matching gift partner, will provide 2,000 hot meals and support our job training program through February.

I want you to know exactly what that means:

• 2,000 moments of dignity for people who have lost so much
• 15 participants in our 8-week job training program
• The confidence to plan ahead, knowing our operations are funded

Sarah, donors at your level are the reason Hope Kitchen exists. We could not do this work without you.

I would welcome the opportunity to thank you in person. Please consider joining me for a tour of our kitchen, a coffee, or simply a phone call at your convenience. I want to share more about our work and learn what inspired your remarkable generosity.

My direct line is (312) 555-0123. I hope to hear from you.

With profound gratitude,


**Maria Santos**
Executive Director

---

*Your gift of $2,500 is tax-deductible to the fullest extent of the law. Hope Kitchen is a 501(c)(3) nonprofit organization. EIN: 12-3456789. No goods or services were provided in exchange for this contribution.*
```

**Word Count:** 227 words

---

## SECTION 4: QUICK THANK YOUS

For faster acknowledgment (within hours of gift).

### Quick Email (Immediate Auto-Send)

```
**Subject:** We received your gift—thank you!

---

Dear Sarah,

Thank you! We've received your generous gift of $250 to Hope Kitchen.

Your donation will provide hot meals, dignity, and hope to people experiencing homelessness in Chicago.

You'll receive a personal thank you and tax receipt within the next few days. In the meantime, know that your generosity is already making a difference.

With gratitude,
The Hope Kitchen Team
```

**Word Count:** 64 words

---

### Handwritten Card Template

```
Sarah—

Thank you so much for your gift of $250. Because of you, 200 meals will be served to our neighbors in need. Your generosity means everything.

With gratitude,
Maria
```

**Word Count:** 33 words

---

### Text Message Thank You (If Permission Granted)

```
Hi Sarah! This is Maria from Hope Kitchen. Just wanted to say THANK YOU for your $250 gift—it's going to provide 200 hot meals. You made our day. 💙
```

**Character Count:** 168

---

## SECTION 5: IMPACT UPDATE (60-90 Days Later)

Stewardship follow-up showing what their gift accomplished.

```
**Subject:** Sarah, here's what your gift did

---

Dear Sarah,

Two months ago, you made a gift to Hope Kitchen. Today, I want to show you what it did.

**Your $250 (matched to $500) helped provide:**

🍽️ 200+ hot meals served
👤 12 people enrolled in job training
💼 2 people placed in jobs
❤️ Countless moments of dignity

One of those 2 people is Marcus. He graduated from our job training program in January and started work as a prep cook at a downtown restaurant last week.

He asked me to thank our donors. "I want them to know it worked," he said. "I want them to know they changed my life."

**So here I am, passing it on: you changed a life, Sarah.**

Thank you for investing in Hope Kitchen. Thank you for believing in people like Marcus. And thank you for trusting us with your generosity.

I'll keep you updated as more stories unfold.

With gratitude,

**Maria Santos**
Executive Director, Hope Kitchen

P.S. If you ever want to see our work in person, I'd love to give you a tour. Just reply to this email.
```

**Word Count:** 186 words

---

## SECTION 6: THANK YOU BY DONOR TYPE

### First-Time Donor Emphasis:

```
• Extra warm welcome ("Welcome to the family")
• Explain what happens next (stewardship preview)
• Make them feel special for taking the leap
• Set expectations for communication
```

---

### Monthly Donor Emphasis:

```
• Celebrate the commitment (monthly giving is special)
• Show annualized impact ($25/month = 1,200 meals/year)
• Explain sustainer benefits
• Emphasize stability they provide
```

---

### Major Donor Emphasis:

```
• Personal, from ED or board member
• Phone call within 24 hours
• Offer personal connection (tour, meeting, call)
• Highly specific impact of their gift level
• Recognition opportunity (if wanted)
```

---

### Long-Time Donor Emphasis:

```
• Acknowledge their history (years of giving)
• Show cumulative impact
• Express deep, specific gratitude
• Share how org has grown with their support
```

---

### Lapsed Donor Return Emphasis:

```
• Welcome back warmly (no guilt)
• Acknowledge time away gracefully
• Share what's changed/grown
• Express genuine happiness they returned
```

---

## SECTION 7: PERSONALIZATION ELEMENTS

### What to Personalize:

```
✓ Donor name (never "Dear Friend")
✓ Gift amount
✓ Impact of specific amount
✓ Campaign/fund they gave to
✓ Giving history (if repeat donor)
✓ Donor interests (if known)
✓ Personal signature (not "The Team")
```

---

### Personalization by Gift Level:

| Gift Level | Personalization Level |
|------------|----------------------|
| Under $100 | Template with name/amount |
| $100-$499 | Template + personal sentence |
| $500-$999 | Personal email + mailed letter |
| $1,000-$4,999 | Phone call + personal letter |
| $5,000+ | ED/Board call + personal letter + meeting offer |

---

## SECTION 8: TIMING GUIDELINES

```
**Within 48 hours:** Initial thank you (email)
**Within 1 week:** Mailed thank you letter (for $100+)
**Within 24 hours:** Phone call (for major gifts $1,000+)
**60-90 days later:** Impact update
**Annually:** Year-end gratitude report
```

---

## THANK YOU FORMULAS

### Formula 1: Gratitude + Impact + Story + Hero

```
[Thank you for your gift of $X]
[Your gift will provide Y]
[Brief story of someone helped]
[You made this possible—you are the hero]
```

---

### Formula 2: Gratitude + Specific Impact + Next Steps

```
[Thank you for your generous gift]
[Here's exactly what $X accomplishes]
[Here's what happens next / what you'll hear from us]
```

---

### Formula 3: Emotion + Impact + Invitation

```
[I had to reach out personally to say thank you]
[Your gift means X for our community]
[I'd love to connect further—here's how]
```

---

## WORDS THAT RESONATE

### Power Words for Gratitude:

```
Generous, thoughtful, meaningful, extraordinary
Believe, trust, invest, commit
Hero, champion, partner, family
Transform, change, impact, difference
```

---

### Phrases to Use:

```
✓ "Because of you..."
✓ "You made this possible"
✓ "This happened because you believed"
✓ "You are the reason..."
✓ "Donors like you are why we exist"
```

---

### Phrases to Avoid:

```
❌ "Dear Friend" (use name)
❌ "Your donation" (say "gift" or "generosity")
❌ "We need" (focus on impact, not your needs)
❌ "Please consider giving again" (not in thank you)
❌ Generic closings ("Sincerely, The Team")
```

---

## COMMON THANK YOU LETTER MISTAKES

| Mistake | Impact | Fix |
|---------|--------|-----|
| Too slow (1+ week) | Donor feels forgotten | Send within 48 hours |
| Generic/impersonal | No connection built | Personalize name, amount, impact |
| Receipt-only | Missed relationship opportunity | Add warmth, story, humanity |
| Organization-focused | Donor not centered | Make donor the hero |
| Asking again immediately | Feels transactional | Thank first, ask later |
| No specific impact | Vague, forgettable | Show exactly what gift does |
| Too short | Feels rushed | Match length to gift level |
| No follow-up | One-and-done | Send impact update at 60-90 days |
| Form letter feel | Impersonal | Add personal touches |
| Wrong gift amount | Embarrassing | Double-check before sending |

---

## DONOR THANK YOU CHECKLIST

### Immediate Response (Within 48 Hours):
- [ ] Email thank you sent
- [ ] Gift amount correct
- [ ] Donor name spelled correctly
- [ ] Specific impact included
- [ ] Tax receipt attached/included
- [ ] Personal signature

### For $100+ Gifts:
- [ ] Mailed thank you letter
- [ ] Handwritten element (signature or note)
- [ ] Story or impact example included

### For $1,000+ Gifts:
- [ ] Phone call within 24 hours
- [ ] Personal letter from ED or Board
- [ ] Offer for tour/meeting/connection
- [ ] Highly personalized content

### Content Quality:
- [ ] Donor positioned as hero
- [ ] Specific impact stated ($ = outcome)
- [ ] Warm, human tone
- [ ] Brief story or example
- [ ] No ask for additional gift
- [ ] Clear tax information

### Stewardship:
- [ ] Impact update planned for 60-90 days
- [ ] Donor added to appropriate list
- [ ] Notes recorded in database
- [ ] Thank you logged