How to Write a Thank You Note

What’s the first thing you open up when you get the mail?

Handwritten thank you notes.

What’s the only thing you save in a drawer or hang on a fridge that you get in the mail?

It sure as hell isn’t your water bill.

It’s handwritten thank you notes.

What do nonprofits all talk about and commit to do in order to build better donor relationships?

Handwritten thank you notes.

What do nonprofits not do because they get busy, fall behind, give up on, and feel guilty about not accomplishing.

Handwritten thank you notes.

So, in lieu of me pontificating about why this process is so important (and a great way to have touchpoints with your supporters without constantly asking them for money!) I'll just show you HOW to write a thank you note.

No more excuses kiddos! Time to get your learn on!

Here’s what you might be thinking:

“Patrick, do I really have to hand-write a note? My penmanship looks like a squirrel tap-danced in ink.”

Me (currently sipping liquids that contain 70 % caffeine, 30 % optimism, 20% enthusiasm, 15% bad math):

“Yes. Because messy ink beats sterile online pixels every day of the week.”

So, grab a blank thank you note, a pen, and get ready for a 6-step / 90 second training to make you the most grateful person on God’s green earth:

Step 1 – Greet Like a Human

This certainly sounds like an easy start, right?

Fun fact, it’s not.

You: “Can’t I start with ‘On behalf of our organization…’?”

Me: “Only if you enjoy sounding like a 1950s educational film. Try:”

Let’s try this instead:

“Dear Maya,”

Short, personal, and no one got bored halfway through the salutation. It uses your donor’s name. Like Dale Carnegie said damn near 100 years ago, “a man’s name is to him the sweetest and most important sound in any language.”

He was right then. He’s right today. Don’t start a genuine note with anything other than the person's name.

Step 2 – Name the Specific Awesome Thing

Ok, time to get specific! Don't be vague!

You: “Okay, but what if Maya gave online at 2 a.m. while binge-watching ‘Bake-Off’?”

Me: “Even better. Mention it.”

Let’s try this:

“Thank you for your $250 gift at (what I assume was) the most dramatic point in the Biscuit Week finale.”

Specific + humorous detail = instant dopamine. The fact that you know this person enough to make very bizarre and unique references to the individual you are sending this note to differentiates you from any other organization or person. You are in the driver’s seat to take these relationships to the next level. Go for it!

Step 3 – Show the Impact (Dopamine, Act II)

Now more than ever, you need to make sure you donors and supporters know EXACTLY where their gifts are going. The most specific the better.

You: “Is ‘helps our mission’ enough?”

Me: “That phrase is the note-writing equivalent of instant mashed potatoes. Just use butter and heavy cream and salt damn it. Use the real stuff.”

Try this:

“Because of you, twenty teens will get a full week of robotics camp, complete with actual robots that won’t try to take over the world (probably). ;-)”

See the math? $250 → 20 campers. Maya’s brain just lit up like that kid you went to high school with who took extra long bathroom breaks before sitting in social studies class. And she now KNOWS that her gift is doing ACTUAL good work.

Step 4 – Add a Personal Connection

You: “But what if I barely know her?”

Me: “You know at least one thing: she cares. Reference the shared cause or a moment you witnessed.”

So, try something like this:

“I still remember you cheering on the campers at last year’s demo day, the kids kept quoting you all summer.”

Now you’re two humans, not just a Donor and Organization. The most critical thing you can do, is humanize the work you do…especially in the gratitude moment. This is where they put themselves back in the moment where they gave. And get that same feeling back when they wrote the check.

Step 5 – Cast a Vision (No Sneaky Ask!)

Let me repeat – NO ASK. This isn’t the time and place. This is genuine appreciation. Just that. Nothing more. And yet, this gratitude will actually CREATE something more. Trust me. It works. Always has, always will.

You: “Is this where I slide in ‘We hope you’ll consider…’?”

Me: “Not today, temptation monkey. Vision, not solicitation:”

Instead of an ask, try this:

“I can’t wait to show you our brand-new makerspace opening in September. Like a creative playground with soldering irons.”

Door stays open, wallet stays un-pressured. You stay authentic. It’s the best win-win of all time.

Step 6 – Wrap With Warmth

Let’s finish strong!

“With gratitude,

Patrick

P.S. The campers insisted on including the enclosed robot sticker as an official thank-you certificate.”

Boom. Endorphins everywhere.

You’re the rockstar that just completed a thank you note. They’re the donor that got all the feels.

Let’s put it all together

Dear Maya,

Thank you for your $250 gift at (what I assume was) the most dramatic point in the Great British Bake-Off Biscuit Week finale. Because of you, twenty teens will get a full week of robotics camp—complete with actual robots that won’t try to take over the world (probably). ;-)

I still remember you cheering on the campers at last year’s demo day—the kids kept quoting you all summer.

I can’t wait to show you our brand-new makerspace opening in September. Picture a creative playground with soldering irons.

With gratitude,

Patrick

P.S. The campers insisted on including the enclosed robot sticker as an official thank-you certificate.

Word count?

About 90.

Time to write?

90 seconds.

ROI?

Off the charts.

Now, there are pitfalls, that I know you are considering to make this even easier on you. Don’t fall into them. If you are trying to make gratitude more hands off, then you’re doing it wrong.

Here’s a list of things to avoid:

1.      Mail-Merge Syndrome – If it prints five-up on letterhead, you’re doing it wrong. Handwritten. With a pen. And an envelope.

2.      Impact Vagueness – “Supports vital programs” tells the donor exactly nothing. God, please be specific.

3.      Delayed Gratitude – If your note arrives after the credit-card statement, you’re late. Need help with timing? Schedule writing notes in your calendar.

4.      Sneaky Second Ask – A thank-you with an ask is like a hug with a PayPal link taped to your back. And I see you trying to think of a place to put a QR code. No. Bad fundraiser!

5.      Illegible Return Address – They might want to write back. Make it easy. Also, great way to brush up on your penmanship. Take your time!

OK, so, what do you do with all this information?

Get after it!

Here, I crafted a 30-minute homework session for you:

1.      Grab ten blank cards.

2.      Set a timer for 30 minutes.

3.      Write to the last ten people who helped your nonprofit in any way (think donor, volunteer, board member, elected official, coffee-run hero)

4.      Drop them in the mail today.

Feel the tiny jolt of joy?

That’s science high-fiving your heart.

You (gathering envelopes, mildly inspired): “Fine, challenge accepted. Any last words?”

Me (already hunting for stamps): “Just this: gratitude isn’t confetti you toss after the party, it’s the floor the whole party stands on. Build it strong, build it often, and pretty soon your supporters will dance with you every time you ask.”

Ok, that’s a pretty good closing line.

Now shut your computer, grab those cards, and get to thanking!

You got this!

-Patrick

PS : Need my address to send a thank you note for critiquing? Here you go!

Do Good Better Consulting

205 Sheyenne St, #4

West Fargo, ND 58078

PPSS: Want to send me your best “thank you” line? Reply to this email and let me know!! I’d love to hear / read it!