Now you’re in the middle of evaluating your appeal results, it’s up to you to make sure that the donor feels good about their giving experience—no matter what the amount. I recommend pulling in some extra people, volunteers and board members to make thank-you phone calls. Put some extra effort into sending out the thank-you letters pronto. And make sure you’re ready to send out tax letters well before the end of the month.
If you’ve been reading my blogs for a while, you know that I’m a strong proponent of sending out tax letters to monthly donors, regardless of the amount of their gift and not sending monthly thank-you letters. It saves you stamps and time, and it opens up the “slots” for other opportunities to make monthly donors feel good about their commitment.
You can download the tax letter template below. 
You’ll see that it shows one total amount for the year (no need to list the monthly gifts) and allowing for some room for a story. And if your numbers warrant it, use some space for a personal note. If your numbers are too large to manage a real personal note, I suggest scanning in a personal message and have your mail house print that on the letter like you see on the example.
Use this opportunity to tell your monthly donors how they’ve made a difference. Tell a story. Use everything you’d expect to be doing for a typical thank-you letter with the only difference that you’re giving the grand total for the year instead of their most recent amount.
Don’t over think it, but make sure you get it out before the end of January. Your (monthly) donors will appreciate the extra service you’re giving them.
Originally posted in NonProfitPRO Today on January 8, 2018.
