{"id":143556,"date":"2025-12-01T05:00:00","date_gmt":"2025-12-01T10:00:00","guid":{"rendered":"https:\/\/bloomerang.com\/?p=143556"},"modified":"2025-11-21T15:50:55","modified_gmt":"2025-11-21T20:50:55","slug":"how-to-acknowledge-gifts-to-build-a-donor-relationships","status":"publish","type":"post","link":"https:\/\/bloomerang.com\/blog\/how-to-acknowledge-gifts-to-build-a-donor-relationships\/","title":{"rendered":"What\u2019s the best way to acknowledge gifts if you hope to use them to build donor relationships?"},"content":{"rendered":"<p><strong>Our\u00a0<a href=\"https:\/\/bloomerang.com\/blog\/category\/ask-an-expert\/\">Ask An Expert<\/a>\u00a0series features real questions answered by\u00a0<a href=\"https:\/\/bloomerang.com\/blog\/claire-axelrad-jd-cfre-joins-the-bloomerang-team-as-fundraising-coach\/\">Claire Axelrad, J.D., CFRE<\/a>, also known as Charity Clairity.\u00a0<\/strong><b>Today\u2019s question comes from a nonprofit employee who wants advice on the best way to acknowledge gifts to build donor relationships:\u00a0\u00a0<\/b><\/p>\n<blockquote><p><i>Dear Charity Clairity,<\/i><\/p>\n<p><i>Right now, I am signing and jotting a note on the acknowledgement letter for every gift made by a donor in my portfolio of roughly 1,500 donors of $1,000-$9,999, as well as prospects (event attendees\/invitees, some non-donors, and others who&#8217;ve been identified through research as having good potential). These are all folks whom I am attempting to build relationships with to some degree. While I recognize it might be more effective for the signer to be someone higher up in the organization, we are all geographically spread out and, even if we weren&#8217;t, nobody else has the bandwidth to be signing these. We recently promoted someone to Senior Development Associate\/Board Liaison, and I\u2019m wondering if we could have them sign letters? This would be mostly for gifts below $1k, with the goal of giving these folks extra attention to bring them up to, and beyond the $1,000 level.\u00a0<\/i><\/p>\n<p><i>&#8212; Too Many Letters to Sign<\/i><\/p><\/blockquote>\n<p><i>Dear Too Many Letters to Sign,<\/i><\/p>\n<p>You note your <b>goal<\/b> is to build relationships.<\/p>\n<p>And the <b>strategy<\/b> you\u2019ve outlined towards achieving this outcome is signing and jotting personal notes on acknowledgements.<\/p>\n<p>Let\u2019s break this down.<\/p>\n<ul>\n<li>The goal is spot on.<\/li>\n<li>Your strategy of special, individual notes is terrific \u2013 a great starting point.<\/li>\n<li><a href=\"https:\/\/clairification.com\/2013\/05\/01\/personal-is-the-new-plastics-4-ways-nonprofits-can-build-donor-relationships\/\" target=\"_blank\" rel=\"noopener\">Getting personal<\/a>\u00a0is key to building and sustaining relationships.<\/li>\n<\/ul>\n<p>But whether this works effectively will depend on what <i>else<\/i> you do. As well as what others within your organization do. Because <a href=\"https:\/\/bloomerang.com\/blog\/best-strategies-to-reframe-the-fundraisers-role-to-achieve-nonprofit-success\/\">philanthropy facilitation<\/a> is a team effort.<\/p>\n<h3>A team approach to the gratitude game.<\/h3>\n<p>Ideally, everyone is part of your <a href=\"https:\/\/clairification.com\/2025\/03\/27\/nonprofit-survival-goodwill-culture-philanthropy\/\" target=\"_blank\" rel=\"noopener\">culture of philanthropy<\/a>. Sometimes, <a href=\"https:\/\/bloomerang.com\/blog\/whos-responsible-for-a-nonprofits-culture-of-philanthropy\/\">the task of instilling this culture<\/a> falls to a visionary development staffer. It begins with encouraging team members to come from a place of \u201c<a href=\"https:\/\/clairification.com\/2024\/11\/07\/philanthropy-love-humankind-needed-ever-2\/\" target=\"_blank\" rel=\"noopener\">love of humanity<\/a>\u201d in all their interactions \u2013 extending this both internally and externally.<\/p>\n<p><b>The key is playing to each individual\u2019s strengths.<\/b> When they <a href=\"https:\/\/clairification.com\/2013\/05\/01\/personal-is-the-new-plastics-4-ways-nonprofits-can-build-donor-relationships\/\" target=\"_blank\" rel=\"noopener\">get personal<\/a>, they should do so through an expression of their unique selves.<\/p>\n<p>So, before assigning donor-facing, relationship-building duties to anyone, consider where their <a href=\"https:\/\/bloomerang.com\/blog\/6-surprising-attributes-of-extraordinary-major-gift-officers\/\">strengths<\/a> lie. Are they good with people? Do they listen well. Are they curious? Would any of these adjectives apply to them: empathic, kind, generous, creative, optimistic, inspiring, collaborative, resilient?<\/p>\n<h3>How donor relationships blossom.<\/h3>\n<p>If they don\u2019t put their best, most authentic self into the relationship then it\u2019s not really going to become a relationship.\u00a0 It will simply be a transaction. Transactions end. Relationships bloom.<\/p>\n<p><b>It\u2019s a mistake to get fixated on a single task (signing; note jotting) lest it become a mere transaction.<\/b> One you simply check of your list, before planning ahead for the follow-through moves and touches that will result in a transformative journey for the donor \u2013 and, hopefully, for your organization as well.<\/p>\n<p>Okay, let\u2019s get to the meat of your question.<\/p>\n<h2>Here are some strategies I\u2019ve found effective for acknowledgements:<\/h2>\n<p><b>1. Prompt response. <\/b>This means <a href=\"https:\/\/clairification.com\/2015\/05\/03\/6-secrets-to-getting-your-donor-thank-you-out-in-48-hours\/\" target=\"_blank\" rel=\"noopener\">48 hours<\/a> for snail mail and <a href=\"https:\/\/bloomerang.com\/blog\/blogtop-10-ways-to-say-thank-you-to-donors\/\">instantaneous<\/a> for email or texts sent in response to online gifts. Note, I consider this the \u201cofficial\u201d response that lets donors know their gift was received and appreciated (i.e., it didn\u2019t go into a black hole). This does not mean a subsequent thank you, from someone else, might not be optimal (see below).<\/p>\n<p><b>2. Handwritten signatures. <\/b>Some people will actually lick their fingers to see if the ink smudges off. They want to know someone took the time to personally sign their letter. And, yes, the more important the better. Because sometimes people care that the head of the organization <i>knows<\/i> they gave.<\/p>\n<p><b>3. Adding personal handwritten notes. <\/b>These are MAGIC \u2013 so keep doing what you\u2019re doing. To me, a thank you letter <i>without<\/i> a personal note is like a Hallmark card with nothing but a signature.\u00a0 It simply looks like you couldn\u2019t be bothered to even try to connect. They\u2019re best when you can refer back to a recent communication or meeting with the donor to show them you know them (e.g., \u201cGreat to see you at the Gala,\u201d \u201cHope your daughter is enjoying college!,\u201d \u201cSeen any good films lately?\u201d or &#8220;Looking forward to our coffee!\u201d). But even something simple like \u201cYour dedication means a lot!\u201d or \u201cYou are our hero!\u201d work well.\u00a0<b><\/b><\/p>\n<ul>\n<li><b>The note can be written directly on the appeal letter<\/b> itself, or<\/li>\n<li><b>On a little sticky note you affix to the top<\/b> (visible when the recipient opens the appeal).<\/li>\n<\/ul>\n<p><b>4. Adding <\/b><b><i>more<\/i><\/b><b> personal handwritten notes. <\/b>Whatever you do, don\u2019t cut back on these. You likely won\u2019t have the bandwidth to write notes on every letter, but you can definitely do so where it\u2019s likely to give you the biggest bang for your buck.\u00a0 There are two places where I\u2019d suggest you focus:<\/p>\n<ul>\n<li><b>Donors who\u2019ve made above-average gifts to you in the past. <\/b>First, figure out what the average gift was to your organization. Second, run a report of everyone who gave more than this amount. Might you be able to add notes to these folks\u2019 appeals? You can have a volunteer or staff person do this. Just something simple like: \u201c<i>Thanks for your support. It means a lot!<\/i>\u201d \u201c<i>You make all the difference!<\/i>\u201d \u201c<i>Your generosity means the world to those who rely on our support<\/i>.\u201d What\u2019s important is you begin with <i>you<\/i> and you put it in <i>handwriting<\/i>, so the donor feels special. Because <i>you took the time<\/i> to single them out.<b><\/b><br \/>\n<b><\/b><\/li>\n<li><b>Donors who have connections to your board and committee members, other donors, and volunteers. <\/b>People give to people, not organizations. So, if someone the recipient knows adds a personal note, they\u2019ll automatically pay more attention. It\u2019s a form of <a href=\"https:\/\/clairification.com\/2013\/06\/17\/5-secrets-of-psychologists-how-to-get-donors-to-say-yes\/\" target=\"_blank\" rel=\"noopener\">social proof<\/a>, one of the <a href=\"https:\/\/www.amazon.com\/Influence-Psychology-Persuasion-Robert-Cialdini\/dp\/006124189X\" target=\"_blank\" rel=\"noopener\">key principles of influence<\/a> espoused by <a href=\"https:\/\/en.wikipedia.org\/wiki\/Robert_Cialdini\" target=\"_blank\" rel=\"noopener\">Robert Cialdini<\/a>. If someone <i>else<\/i> thinks your organization is worth supporting, then the recipient is likely to agree. For them, the note acts as a decision-making shortcut.<\/li>\n<\/ul>\n<p><b>5. Added thank you phone call. <\/b>(See below)<\/p>\n<p><b>6. Additional thank you letter or note. <\/b>(See below)<\/p>\n<h2>Here are some relationship-building ideas for you moving forward:<\/h2>\n<p><b>1. Continue signing acknowledgements and writing brief personal notes<\/b> for everyone in your current portfolio. (I\u2019m assuming it\u2019s mid-level, and you have someone else handling major gifts) If you have too many folks to handle, hand some off to your new Senior Associate. If there are a few who would benefit from a note from your senior leadership, select these out and ask your staff or board members what they can realistically handle.<b><\/b><\/p>\n<ul>\n<li><b>You might consider<\/b> having the letters <i>signed<\/i> by a senior leader, while <i>you then add<\/i> the personal, handwritten note. It could be something like \u201cYou rock! All of us here are so grateful for your meaningful support.\u201d If you know the donor is close to your Executive, you might even write: \u201cMonika asked me to let you know personally how much we all appreciate your support.\u201d<\/li>\n<\/ul>\n<p><b>2. Create a mid-level portfolio for your Associate<\/b> (starting with donors from $500 &#8211; $999). Prioritize those who\u2019ve made first-time gifts at this level (this is a significant <i>initial<\/i> commitment, so special treatment is warranted) and those for whom your research shows additional capacity.<\/p>\n<p><b>3. Make prompt thank you phone calls <\/b>to <a href=\"https:\/\/bloomerang.com\/blog\/ask-an-expert-if-you-cant-call-and-thank-every-donor-who-should-be-priorities\/\">targeted donors<\/a>. Yes, this adds to your workload. But, <a href=\"https:\/\/bloomerang.com\/blog\/which-first-time-donors-should-you-make-thank-you-phone-calls-to\/\">research shows it\u2019s well worth it<\/a>.<b><\/b><\/p>\n<ul>\n<li><b>BONUS: For folks on your list who should really get a letter from senior leadership, <\/b>you can make the prompt call, letting them know they\u2019ll receive their official thank you later. Do leave a quick message, letting them know how to contact you should they ever have any questions. It\u2019s so nice when people feel they have \u201ctheir person\u201d with whom to connect!<\/li>\n<\/ul>\n<p>Having too many letters to sign is a good problem! If you can hire folks to help you, great. If not, identify others on your team who may be the right fit for this sort of task. Then, allocate a portion of their time to what I like to call your \u201cDonor Love and Loyalty\u201d program.<\/p>\n<p>Hopefully, these tips will help you make the case to allocate more resources to this magical relationship-building strategy.<\/p>\n<p><i>\u2014 Charity Clairity (<em>Please use a pseudonym if you prefer to be anonymous when you\u00a0<a href=\"https:\/\/bloomerang.formstack.com\/forms\/ask_an_expert\" target=\"_blank\" rel=\"noopener\">submit your own question<\/a>, like \u201cToo Many Letters to Sign&#8221; did.)<\/em><\/i><\/p>\n<p><em>How does your organization navigate stock donations? Let us know in the comments.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Our\u00a0Ask An Expert\u00a0series features real questions answered by\u00a0Claire Axelrad, J.D., CFRE, also known as Charity Clairity.\u00a0Today\u2019s question comes from a nonprofit employee who wants advice on the best way to acknowledge gifts to build donor relationships:\u00a0\u00a0 Dear Charity Clairity, Right now, I am signing and jotting a note on the acknowledgement letter for every gift [&hellip;]<\/p>\n","protected":false},"author":32,"featured_media":141685,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","footnotes":""},"categories":[1],"tags":[],"cause":[],"article_author":[],"webinar_host":[],"topic":[393,105,17],"class_list":["post-143556","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized","topic-ask-an-expert","topic-donor-appreciation","topic-donor-loyalty"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 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is more than a fundraising platform, it is a total Giving Platform, an all-in-one fundraising solution with nonprofit CRM, online giving, peer-to-peer campaigns, auctions, and volunteer tools. Bloomerang synchronizes donor data across these nonprofit tools and empowers fundraisers to raise more.\",\"email\":\"info@bloomerang.com\",\"telephone\":\"1-866-332-2999\",\"numberOfEmployees\":{\"@type\":\"QuantitativeValue\",\"minValue\":\"501\",\"maxValue\":\"1000\"},\"address\":{\"@type\":\"PostalAddress\",\"streetAddress\":\"9120 Otis Avenue\",\"addressLocality\":\"Indianapolis\",\"addressRegion\":\"IN\",\"postalCode\":\"46216\",\"addressCountry\":\"US\"}},{\"@type\":\"Person\",\"@id\":\"https:\\\/\\\/bloomerang.com\\\/#\\\/schema\\\/person\\\/ab1b773459a2a4d53264fc80f7df61cf\",\"name\":\"Claire Axelrad\",\"image\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/bloomerang.com\\\/wp-content\\\/uploads\\\/2018\\\/02\\\/Claire-Axelrad_avatar_1517952685-96x96.jpg\",\"url\":\"https:\\\/\\\/bloomerang.com\\\/wp-content\\\/uploads\\\/2018\\\/02\\\/Claire-Axelrad_avatar_1517952685-96x96.jpg\",\"contentUrl\":\"https:\\\/\\\/bloomerang.com\\\/wp-content\\\/uploads\\\/2018\\\/02\\\/Claire-Axelrad_avatar_1517952685-96x96.jpg\",\"caption\":\"Claire Axelrad\"},\"description\":\"Claire Axelrad, J.D., CFRE, will inspire you through her philosophy of philanthropy, not fundraising. After a 30-year development career which earned her the AFP \u201cOutstanding Fundraising Professional of the Year\u201d award, Claire left the trenches to begin her coaching\\\/teaching practice. Clairification School has been called \u201cthe best bargain in fundraising!\u201d Claire is also featured expert and Chief Fundraising Coach for Bloomerang, She\u2019ll be your guide, so you can be your donor\u2019s guide on their philanthropic journey. A member of the California State Bar and graduate of Princeton University, Claire currently resides in San Francisco California. If you like craft fairs, baseball games, art openings, vocal and guitar, and political conversation, you\u2019ll like to hang out with Claire.\",\"sameAs\":[\"https:\\\/\\\/www.linkedin.com\\\/in\\\/claireaxelrad\",\"https:\\\/\\\/x.com\\\/CharityClairity\"],\"url\":\"https:\\\/\\\/bloomerang.com\\\/blog\\\/author\\\/claire-axelrad\\\/\"}]}<\/script>\n<!-- \/ Yoast SEO Premium plugin. -->","yoast_head_json":{"title":"How to acknowledge gifts to build donor relationships","description":"This question comes from a nonprofit employee who wants advice on the best way to acknowledge gifts to build donor relationships.","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/bloomerang.com\/blog\/how-to-acknowledge-gifts-to-build-a-donor-relationships\/","og_locale":"en_US","og_type":"article","og_title":"What\u2019s the best way to acknowledge gifts if you hope 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