Guidelines : For Donation

Thank You for Donation

Guidelines and Alternate Phrases

• Express appreciation for the specific donation, avoiding the sound of the “form” thank-you letter.
• We appreciate your help so much–your donation of $500 arrived today.
• Thank you for responding so generously to our appeal for help with the restoration of the Haven Center.
• We are so encouraged by your positive response, the $500 check, to the Kellogg Foundation.
• A great big “thank you” for your donation of $500 toward the ATV scholarship fund.
• We were so pleased to receive your check for $500 to help us provide shelter for the needy in our local community.
• Be specific in mentioning at least one way the money or gift will be used. Or, you may prefer to summarize the overall result of the donation and what the money represents.
• To us, your response was the encouragement our staff needed to carry on the struggle to keep the Center’s doors open.
• Your donation represents to us the kindness and caring that run deep in our community where our own citizens’ needs are concerned.
• The money you sent will mean the difference in some young person’s life-long dependency on others and his or her self-sufficiency in the future.
• Your gift means our workforce will be better educated to meet the challenges of the next decade.
• Your giving will help us buy new equipment and continue our research toward finding a cure for this dreaded disease.
• Through your gift, used to purchase bullet-proof vests, the city police can now feel safer and better serve the public.
• Such support will assist in our continuing effort to maintain an independent private institution of the highest quality.
• The landslide victory and the clear mandate from the people could not have been achieved without sufficient funds to carry out the election plans. We thank you.

Example 1: Sample letter of solicitation for donations

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hazelwood:

Your check for $2,500 arrived today. We appreciate so much your contributing to our fund for establishing a training center to focus on the literacy needs in our local community.

Thanks to companies such as yours, families can now raise their standard of living as fathers and mothers learn to read and thus become qualified to handle more rewarding jobs. Children can hear their parents read them a bedtime story for the first time. Grandparents can complete their health insurance claims and read a map to travel across the city.

We hope it gives you great personal satisfaction to know with this donation you’ve helped to give many people a fresh start toward their life’s goals and dreams. Thank you.

Sincerely,

Example 2: Thank you donation letter template

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Seitz:

Thank you for your recent contribution of furniture and tools to our mission. This contribution will help us improve the quality of life for persons who are handicapped and disadvantaged in our community. Specifically, the donations translate into training and work opportunities for several individuals you may or may not have a chance to meet. The feelings of independence and self-worth that come with both are something we all need and value.

We thank you for your partnership in this important ministry.

Sincerely,

Example 3: Contribution letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hines:

Thank you very much for your March 2 letter enclosing a check for $2,000 from your corporation to the Resomm Arts Campaign. Our first project will be to begin restoration of the Hoffine Museum.

It has been most gratifying to observe the response of companies such as yours, to act on behalf of the arts in the community. Particularly, I was encouraged by the statement of your intention to increase your support next year.

We commend you for such farsightedness and your generosity in supporting the community.

Sincerely,

Example 4: Sample thank you for donation

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Pearsall:

We have just received your check for $10,000 for our “Create a Garden for Kids” campaign. We are grateful to you for your personal contribution and the contribution you solicited from your company.

As you may know, “Create a Garden” is dedicated to two aims: introducing city children to the joys of gardening and involving city children with urban renewal. We have already completed several garden sites around the city which have become mini-tourist attractions.

Our upcoming projects include a night-blooming garden, a hummingbird garden, and a Japanese water garden. Although several local businesses have made various donations in funds and supplies, our project had been temporarily postponed due to lack of funding. But thanks to your generous contribution, we are now back on schedule and can proceed with the following: purchase of exotic plants for the night blooming garden, construction of the Japanese water garden, and iron cast benches and a gazebo for the hummingbird garden.

We hope you realize how happy you have made the kids we work with. Enclosed are their letters of appreciation. Please feel free to stop by one or all of the new garden sites (shown on the enclosed map) and see what you have helped to make possible.

Sincerely,

Example 5: Donation thank you letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Hopper:

Thank you for your contribution of clothes to Savior House. We were overwhelmed by the number of boxes you sent, and appreciate your solicitation of garments at your workplace on our behalf.

Savior House currently provides shelter for 28 children and teens, most of whom are runaways. The young adults who take shelter under our roof do not have much more than what they are wearing when they first arrive. They especially appreciated the fact that the clothes you provided are “cool” and “in style.”

Thank you for supporting our endeavor.

Yours Truly,

Example 1: Congratulatory letter on completion of project

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company Picnic

I want to express my appreciation for your help in making the company picnic such a success. In the factory setting, we all sometimes lose sight of each other as people who can enrich our lives on a personal level. I very much enjoy the opportunity to meet staff families and to relax in an away-from-work atmosphere. Certainly, your colleagues, from the many comments I overheard last Saturday, appreciate your efforts for the same reasons.

I know this took a great deal of time from the beginning stages back in March, through the April publicity campaign, and finally with the nitty-gritty details of catering arrangements and whatnot. Would you especially thank Joe Navarone for lending his volleyball equipment and Jim Pederson for handling the cleanup detail?

A fine job from all of you. If I can be of some service to you in the future, please call on me.

Example 2: Congratulation letter to team members

Memorandum

TO:

FROM:

DATE:

SUBJECT: Office Fund-raiser

Thank you for the great job you did in organizing this year’s “Caffeine and Sugar Addicts” fund-raiser. Your well-organized efforts allowed us to buy a new coffee maker, get a cappuccino machine, and provide the office with donuts once a week for the rest of the year.

Your willingness to accept most of the responsibilities, and your sense of fun in organizing a theme and various fundraising competitions made this one of the most enjoyable and successful office fund-raisers we have ever held.

Despite the ease with which you seemed to accomplish all of this, we are aware of how much time and effort it actually took. The countless phone calls you made, the research you did on the appliances, and the pricing and delivery arrangements you made with the bakery kept you extremely busy.

We appreciate that company spirit you have shown, and congratulate you on a project well done.


Example 3: Thank you letter for completion of project

Memorandum

TO:

FROM:

DATE:

SUBJECT: Research Project

Your work on the Henderson Research Project is to be commended. Since the beginning of the project— from your initial inception of the idea, to the testing and observations, to the conclusions you reached in your report—you have shown yourself to be a thorough and innovative researcher.

Your suggestions for troubleshooting various applications in the Henderson database during testing have definitely improved its quality. We now feel we have a marketable product.

We will follow your advice and err on the side of caution by running two more complete testing sessions to ensure that the project is actually problem-free. You may consider your phase of the project complete, however.

We congratulate you. Without your tireless efforts, we very likely would have had to scrap this project.


Example 4: Appreciate letter to team after completion of project

Memorandum

TO:

FROM:

DATE:

SUBJECT: School Literacy Project

As you know, our office feels strongly about participating in community service projects. That’s why we were so excited by the prospect of joining in the “We Love Reading” program with Shady Heights Elementary School.

Your handling of this project, from the initial mention of it, to the time the children actually visited our crayon factory for a party and story time in the employee lounge was flawless. The children and their employee sponsors seemed to enjoy finally meeting one another in person, and of course the kids were delighted with their tour of the factory, reading prizes, T-shirts, and free boxes of crayons. The storyteller you hired for the occasion was also a real treat.

But more important was the time you took to convince people to sponsor a child. Our employees became involved with the children they sponsored. And as we all know, involvement and interest on the part of an adult is one of the key factors in children learning to read.

According to Miss Dunbar, this has been one of her most successful “We Love Reading” programs. All of the children made huge gains in their reading ability, and she hopes you will agree to organize the project again next year.


Example 5: Thank you letter for business project

Memorandum

TO:

FROM:

DATE:

SUBJECT: Peabody Account

Congratulations on your completion of the Peabody Account. We took Mrs. Peabody through the house for a final inspection, and she was ecstatic about the decorating choices you made.

Special commendations are in order. Until you volunteered to try this account, we had been unable to sell Mrs. Peabody a single idea. Somehow you managed to get a sense of the way she envisioned her “dream house” and capture it perfectly for her, both on paper and in reality. This was a major account, and we were happy to not only retain it, but also to satisfy the customer so completely.

Mrs. Peabody has informed us that she has given your name to several friends, so you can expect more accounts to come your way. You did an excellent job.

Guidelines : For Community Service

Thank You for Service to Community

Guidelines and Alternate Phrases

• Thank the reader for the service to the community.
• Thank you for sharing your time and your expertise with us on the recent Fullerton project.
• You have rendered an invaluable service to the community with your involvement on the Fullerton project.
• Our community has profited greatly from your energy and inspiration surrounding the Fullerton project.
• Your time, money, and emotional energy have been well spent on the Fullerton project.
• Be as specific as possible about the individual’s contribution. Mention details of the work, the hours spent, the positive result, or any personal expense involved. Avoid being so general as to make this sound like a form letter sent to all participants on a project.
• Include your hope that the effort has brought the reader personal benefit and satisfaction.
• I hope you immediately realize the community’s goodwill for your efforts.
• Although I’m sure it was not your motivation in the least, we do hope that you experience an immediate increase in your own professional practice because of your generosity on this project.
• We hope you’ve gained personal satisfaction in watching the enthusiasm of our young people who are recipients of your efforts.
• In some small way, we hope you’ll know the lasting benefit you’ve achieved for the community.
• We hope the result brings you great satisfaction throughout the years.
• We trust the overwhelming response your leadership generated will bring you great personal joy.
• As you see the many ways your service has benefited needy families, we hope you’ll remember your efforts with great satisfaction and pride.
• We hope you share great pride with the community for your efforts on this protect.
• The goodwill your efforts have generated is certain to be felt by you and your staff and family in the months to come.
• We hope in some small way, you yourself have found satisfaction in serving in this campaign.
• We know you, too, are proud of the contribution on behalf of your family and your fellow employees.
• We hope you, too, will reap the benefits of your efforts on behalf of the city. Acts of graciousness and generosity such as yours often have a way of returning to the benefactor.

Example 1: Thank you for your activity for the benefit of the public

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mikolowitzski:

On behalf of the Town Theater, I want to express our great appreciation for your efforts and those of your staff in making available the Pistone Recreation Center for our productions during our own building renovations.

I know your generosity in making the center available to us was not without personal expense to your own organization. The utility bills increased because of our rehearsal and production time, as well as the expense of janitorial work.

As a very small token of our appreciation, we are enclosing 10 lifetime complimentary memberships for distribution to your senior executives or anyone within your organization especially involved in arranging our temporary use of the building.

In addition to enjoying the theater’s productions, we hope you also gain personal satisfaction not only in helping to minimize our own renovation difficulties but in providing a way for the entire citizenship to continue to enjoy the arts. Thank you. We trust the community will remember over the years your generosity of spirit.

Sincerely,

Example 2: Thank you for community service letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Charles:

I know you have expended a great deal of personal effort in serving on the various top committees and task force of the International Business Committee of the Chamber of Commerce during the past five years.

To thank you adequately is impossible. You spent long, long after-business hours on the various projects. You took great care to see protocol was followed in each situation and that no other board members felt slighted in the decisions made. Finally, your business expertise and personal communication skills were invaluable.

I do hope you have gained some inner satisfaction in knowing through your efforts you have made the city a better place to live and work.

Thank you sincerely for all the wholehearted assistance.

Cordially,

Example 3: Letter for community service thanks

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Deidre:

Thank you for the time you have taken to help restore the Moore House to its former splendor. Without your efforts in organizing the restoration, this project would not have been completed so quickly. The Historical Homes Committee is indebted to you.

We know from experience the huge amount of time it takes to raise volunteers to do the restoration and to locate businesses willing to supply restorations materials. You must have spent a good portion of your after-work hours on the phone to have involved so many of our community’s residents and businesses.

What we on the Committee appreciate the most, however, was your willingness to work on the volunteer paint committee. It is one thing to arrange for a business to donate paint scrapers. It is quite another to be using the scrapers out in the blistering heat for three weekends in a row.

Because of your commitment, the Moore House is now being considered as an official state historical site. We hope you realize the enormity of what you have achieved and are as proud of your accomplishment as we are.

Sincerely,

Example 4: Example letters for thanks community service

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mitchell:

Your expertise and personal commitment as a volunteer track coach has made this year’s Special Olympics very special indeed.

We are especially appreciative of the extra time that you spent with Troy Darlington. As this was his first time in Special Olympics, he was initially quite withdrawn. Your patience and attentiveness to his needs helped draw him out. It was marvelous to see him become a dedicated member of the team due to your influence.

Whether you realize it or not, you fulfilled the most important goal of Special Olympics—to make each child realize he is important.

We would be honored to have you work with us again.

Regards,

Example 5: Community Service

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Coyle,

Thank you for your dedication to the “Keep Our Streets Clean” campaign initiated by the city. We appreciate the efforts of all the employees who are willing to volunteer their time to make the streets and grassy areas bordering our offices look neatly groomed.

We especially appreciate the flower beds that you completed at your own expense last weekend. The flowers you planted are beautiful—the deep purple pansies and bright pink geraniums are everyone’s favorites. For you to take the time to prepare the site, select and purchase the flowers, and do all of the arranging and planting yourself was more than we ever expected when we began this campaign. We hope you are proud of the exquisite landscaping you created.

You have added some beauty to our office area—we would like the chance to reciprocate. As a small token of appreciation, please accept this gift certificate from The Arboretum Nursery.

Sincerely,

Guidelines : For Assistance

Thank You For Your Assistance

Guidelines

• Thank the person for the help he/she gave you, stating specifically what he/she did.
• Let him/her know that you realize that their assistance was beyond what they are required to do in their specific job description.
• State how this aided you in your work and that you hope to have the opportunity to return the favor.
• Tell him/her that you have notified his/her superior of their assistance in your time of need.
• Close with one final thank you.

Example 1: Sample thank you letter for assistance

Memorandum

TO:

FROM:

DATE:

SUBJECT: Information For Stockholder’s Report

We would like to thank you for the initiative you showed when you volunteered to compile the stockholder’s report in addition to your regular duties.

We were impressed with the accessibility of the document you created. All of the information was presented in a succinct, easy to read style. Not once did anyone have to search for material—your table of contents page and subject headings made it simple to quickly find the facts and figures pertinent to the discussion at hand.

Thank you for a job well done.

Example 2: Thank you letter to volunteer

Memorandum

TO:

FROM:

DATE:

SUBJECT: Interpreting Services

We would like to express our appreciation for volunteering your interpreting expertise on behalf of our potential client, Ms. Birdsall.

Your knowledge of our company’s policies, in addition to sign language made this appointment go much more smoothly than if we had contracted an outside interpreter for the meeting.

Thank you for assisting us in this unique situation.

Example 3: Letter of thanks to worker

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company Volleyball Team

Thank you for the enthusiasm and initiative you showed in volunteering to organize and coach a company volleyball team.

We are excited by the number of people, both management and office staff, who have expressed interest in joining the team. Your numerous impromptu presentations about the sport have apparently paid off.

We feel that intramural activities greatly strengthen the relationship between management and the work force, and we believe that this will be one of our most successful office teams yet.

Example 4: Thanks for your kind assistance

Memorandum

TO:

FROM:

DATE:

SUBJECT: The Kelly Account

Your input on the Kelly account made us reconsider our plan of action. Thank you for taking the initiative and volunteering your analysis of the situation.

Your candid remarks concerning the present handling of the account, as well as your perceptive solution to the problems we had been wrestling with, were greatly appreciated. Since you had not worked on the account previously, you were able to offer insights on points those of us who were too familiar with the account had missed.

Because of your suggestions, we have been able to retain the account, and this fact has been recorded on your personnel record. Nice work.

Example 5: Letter for Assistance

Memorandum

TO:

FROM:

DATE:

SUBJECT: Holiday Decorations at Christmas Party

The decorations you made for this year’s Christmas Party were innovative. Thank you for lending us your exceptional decorating talents.

Your cloth doll caricatures of the managers, complete with either a Mrs. or Mr. Claus costume and carrying their most beloved office accouterments were priceless. I especially liked the Mr. Winger Santa with his huge cups of coffee—one for each hand—and his chocolate bars tucked into his back pockets.

Your artistic sense of humor helped make this year’s Christmas party very merry!

Guidelines : For Arranging Beneficial Meeting

Thank You for Arranging Beneficial Meeting

Guidelines and Alternate Phrases

• Thank the reader for taking the initiative in setting up the meeting and handling any details.
• I appreciate your interest in my work with Hightower Associates and your help in arranging for us to meet at last.
• Thank you for arranging the details of our most profitable meeting to date with Hightower Associates.
• How insightful of you to arrange for me to meet with the representatives from Hightower Associates.
• State the positive benefit to you or the others involved. Avoid mentioning any difficulties that would detract from the overall positive results.
• We were able to overcome the initial obstacles in that purchase.
• We immediately were attracted by each other’s direct style of communication. You were especially perceptive to note that would be the case and arrange a meeting between us.
• As a result of the meeting, we were able to put aside our concerns about … and focus on …
• In such a relaxed atmosphere away from the routine, we had ample time to discuss our differences with regard to …
• Offer to return the favor when possible. At the least, express your gratitude for the reader’s consideration.
• I’ll be watching for my chance to do you a similar favor.
• May I return the favor?
• I’ll be eager to return the favor for you.
• I’ll look for opportunities where I can be equally helpful to you.
• In what way may I help you now?
• If another such meeting is in order where I have the contacts to return the favor, you can be sure I’ll do so.

Example 1: Thank you note for beneficial meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Karen:

The dinner meeting last evening turned out to be such a great way to talk with Dr. Blair in an informal setting without interruptions. I so much appreciate your taking the initiative to call her and arrange the details.

As a result of the meeting, I think we both communicated the obstacles facing us on the joint project and the reservations we had about the conflict of interest. Thank you for being instrumental in our working out these details and preparing the way for contract negotiations to begin.

I’ll keep my eyes open for opportunities to return the favor.

Sincerely,

Example 2: Thank you for organizing meeting,

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Randy:

Just a note to say thank you so much for making my life easier today. I appreciate your willingness to change the date of my August 28 meeting so I could avoid the tension involved with such a tight travel schedule.

As I explained on the phone, I received a call from a major client who set up a meeting with all their senior executives and “requested” I attend to explain our programs on that same day (August 28). Although I was able to schedule a flight to return to St. Louis at 5:15 p.m., the timing would have been too close for my comfort–and I’m sure yours as mediator in these negotiations. Thanks to you, I can now both meet with my client and negotiate for funds on behalf of MRWT.

I know that volunteer work in a professional organization can sometimes be a thankless job, so here’s a sincere “thanks” from a fellow member who means it!

Cordially,

Example 3: Compliment letter to organizer of meeting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Our Recent Meeting

We are so grateful for the recent meeting you arranged for us with John Vega, director of marketing. Neither of us was sure that the new ideas we were pursuing would be of the slightest interest to him.

The whole meeting was “smooth sailing” from the beginning. Mr. Vega seemed intrigued by our initiative in pursuing a new style of marketing. Now we can continue the project with even more vigor than before. Had you not had the confidence to set up this meeting, our new ideas would have probably ended up on the back burner.

Again, we thank you. We couldn’t have done it without you.

Example 4: Thanks for arranging beneficial meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Angelino:

Thank you so much for contacting Dr. Weinstein and arranging a meeting for us. As you are well aware, our clinic runs on private funding. We count on local business people to help us stay afloat and serve underprivileged people in the community.

Donors are more likely to be interested in supporting our clinic if they know someone who has been personally affected by it. Your past experiences with our clinic and your current position in Dr. Weinstein’s office put us in an excellent position from the very beginning when we met with him to request funding.

Your help is greatly appreciated. Please let us know if we can be of service to you or your family.

Yours Truly,

Example 5: Congratulation letter to organizer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ford:

Thank you so much for the contact. It seems finding a good job these days is almost impossible if you don’t know someone. Your arranging the short meeting with Ms. Goldfield during lunch at the Lakeside Marketing Convention proved beneficial.

She discussed the current needs of the company and I informed her of my experience in the field. It seems I fit perfectly into a position she has been trying to fill for three months. Thanks to your efforts, I begin working next week.

I am very grateful to you for opening up this window of opportunity. Please feel free to call me anytime if I can return the favor.

Sincerely,

Example 1: Sample letter of thank you for advise

Memorandum

TO:

FROM:

DATE:

SUBJECT: Thank You for June 14 Conference

Ms. Henley, thank you for giving me so much of your time last Monday afternoon and for your welcome advice on my career advancement.

I did follow up on both of your suggestions. Bob Holloway has asked me to come to work on his new project; I’ll be assuming those new responsibilities after the first of the month. Also, I notified Training of my interest in the upcoming computer course and, due to a last-minute cancellation, I am enrolled to attend next week.

Please know how much I appreciate your interest in my studies and career advancement.

Example 2: Thank you for your advise

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ray:

Thank you for your advice last Wednesday after the committee meeting. As you know I am faced with a very big decision right now—to work or not to work. I think most people want to put their family first, but are forced to work long hours for financial reasons.

Your words of encouragement were very validating. You helped me realize I don’t have to define myself by my career. I also realized from our discussion most decisions are not irreversible. As I am sure you can tell, I am leaning very strongly toward leaving my job and pursuing full-time motherhood.

You will be the first to know when I make my final decision.

Cordially,

Example 3: Advise thank you letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Advice on the Alpha Project

We are all sincerely grateful for your suggestions which helped to re-mobilize the Alpha project. We have been working on it for so long that we must have been in a rut; your fresh opinions were quite helpful.

Thank you for coming to our assistance. Your expertise in the field is invaluable to this company and to our research committee in particular.

Example 4: Corporate thank you samples,

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Ripley:

I appreciate your words of wisdom concerning a solution to the tension I have been experiencing lately with a co-worker. I discussed the situation with her and we agreed upon a resolution. We are both much more comfortable in each other’s presence now that the situation has been confronted.

Thank you for listening and for offering such sound advice. It is nice to see you have such a genuine concern for your employees.

Yours Truly,

Example 5: Thank you letter for giving advice

Memorandum

TO:

FROM:

DATE:

SUBJECT: Thanks for Suggestions

I am grateful for your advice on organization and management of our department. When I arrived here two months ago the office was in shambles with no clear filing system and no general structure. Thanks to the information you provided on departmental reorganization, the Recruiting Department has seen a significant increase in efficiency over the past three months.

I particularly appreciate your non-judgmental attitude and your genuine interest in getting our department back on its feet.