Use this sample donation receipt letter as a template for your formal notification.
There are many non-profits, not-for-profits, and even other companies that do earn profits that receive charitable donations from sponsors, members of the community, and everyday citizens that want to do some good. These donations come in the form of many different tangible things, such as money, clothing, furniture, and supplies.
Since some of these gifts are not directly handed to the charity, a receipt stating that the charity or organization received the generous gift should be given to the donor. Below is a step-by-step guide to writing a donation receipt letter.
Start with a Heading
Just like all letters, a donation receipt letter should start with a heading. This includes the date when the letter is being written, as well as the address of the recipient of the letter. Sometimes organizations like to add their logo or tagline to the heading of the letter as well. For a more professional appearance, this is recommended. After adding the donor’s address and a heading to the letter, it is time to give a formal greeting to the recipient of the letter. Just as is done with a normal letter, give a greeting and state the recipient’s name.
In the first paragraph, it is important that the notice of receipt is given to the donor. The letter must state exactly what was received, how much it is worth, when it was received, and where it was received.
Important to Restate the Mission After giving the notice of receipt, it is important to restate the mission of the organization and exactly what the organization will do with the donation received. This will ensure to the donor that their donation was not given to the wrong organization. Even if donors are just giving to get a tax break (which several do), they will want to know that their donations are not be squandered or are being kept in a bank account and not being used.
Give a Call to Action
Although it may seem out of place to give a call to action to donate or help again, a donation receipt letter is actually a perfect place to do just that. Companies spend millions of dollars to calculate which populations to market their products to. Charitable organizations can skip spending the money and just try to get repeat donors from the population of people who have already donated.
These people are more likely to donate more than once, and charitable organizations should leverage that fact by sending them information on events and ways that they can help the organization again.
Add a Receipt
After signing the donation receipt letter, it is important that a physical receipt is attached to the letter, either on another piece of paper or directly to the bottom of the letter. This can be added with perforation so the donor can rip it off, or it can be printed with a dotted line where the donor can just cut the paper with a scissors.
Adding this paper receipt will make it easier for a donor to gain any tax benefits from their donation. The donor will also appreciate this extra effort to help them as well, and will be more likely to donate when this is attached.
Below is a sample donation letter for the receipt of $5000 by At-Risk Youth Helpers, a fake organization that has goals to decrease violence for at-risk inner-city youth.
Sample Donation Receipt Letter John Smith 1234 Fake Address Fake Town, ST 55555-2222
Dear Mr. Smith,
We are just letting you know that we have received your donation of $5000 on June 20, 20xx at our Fake Town facility for At-Risk Youth Helpers. Your donation is greatly appreciated!
We strive to help inner-city children get a meaningful education and pave the way for them to attend universities where they will be able to contribute to their community and the world. We want to help them get out of areas where gang violence, illegal activity, and risky behavior are ever-present.
We work to help at-risk youth gain a brighter future, and your donation will help us to staff after-school programs and events to keep these troubled children off the streets and in school.
As you know, our mission will never end, and we will need the help of more donors like you to keep this program alive so that we can really make a difference in our community. Please call us at 1-800-123-4567 to speak to someone about placing another donation and helping us keep violence and risky behavior out of the lives of our youths.
[signature] Jane Doe CEO, At-Risk Youth Helpers
-----------[perforated edge]-------------- Official Receipt of Donation At-Risk Youth Helpers Date Received: 6/20/20xx Amount: $5000 Donor: John Smith Donation Approval: [signature of authorized party] By Andre Bradley