Writing to say 'thank you' to committed and regular donors is one of the most vital things a church can do, yet for a variety of reasons, this is one task which often gets overlooked.  

Saying 'thank you' is a basic courtesy, and that should provide sufficient motivation.  However, we know that many church members give sacraficially to their church, and that their church is important to them. 

Here are ten "top tips" regarding saying thank you : 

• Time the letter to be either January/February at the end of the Church's financial year, or alternatively around late April / May to fit with the tax year.
• The letter should either come from the vicar, or from the Planned Giving Officer.
• Keep it personal: hand write the greeting and sign in blue ink; avoid the impression that it is a photocopied letter. Write “I” not “We” letters; and avoid impersonal mailing labels.  It should also be real - and not over enthusiastic, or full of jargon.
• You should explicitly thank them for the amount of their donation - this acts both as a receipt, and also helps people realise the impact of their weekly giving. If this is done, the letter must be from someone the donor will expect to be aware of their giving e.g. Planned Giving Secretary or Gift Aid officer.
• It is worth including a standard sentence about higher rate taxpayers being able to claim further relief on their gift aided donations between the basic rate of tax claimed back by the Church and their higher rate of tax. 
• The thank you letter is about appreciation not just thanks; there is a significant difference! Thanks is for the gift and the difference it makes; appreciation builds relationships and affirms the key place of the giver within the life of the church. They are not passive givers but partners in and advocates of a cause that matters and makes a difference.
• The letter should refer to the things that the church has achieved during the past year. One of the things that we know is that donors care about the church, and are keen to be reminded that their giving is making a real difference. Be specific! 
• Thank you letters contribute to the momentum of the overall response to Giving in Grace. The thank you letter is the first update on the progress of the initiative. Those who have responded can be assured that they are not alone, that the initiative has momentum and that they are partners in a cause they share with other people.
• A thank you letter should simply be that - no further requests to consider increased giving. If necessary, these can come later in the year.  
• In some smaller churches, it may be inappropriate to write a letter - in which case, people should be thanked personally, and the same areas covered in the conversation.

Click here for a sample letter for download in Word format.