Donation thank-you letter template
A donation thank-you letter is the letter a charity sends to acknowledge a gift. This version thanks the donor for a one-off or regular gift, says what it will do, and can mention a named appeal. It also covers Gift Aid: it thanks donors who have given a declaration, invites those without one to make it, and can attach a tear-off declaration. It goes out after each gift, with the donor, amount, date and appeal changing each time.
Made by DocuWeave. Use at your own discretion.
What changes each time
15 values. Everything else is your wording, kept exactly.
The charity
- Charity's name
- Charity's address
- Charity number
- Link to privacy notice
The donor
- Donor's full name
- Donor's address
- Donor's preferred name
The gift
- Amount
- Date of gift
- Appeal name
- What the gift will do
- Email or phone to change a regular gift
Signing off
- Signature
- Name
- Signatory's role
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“The letter thanks for either a one-off gift or a regular gift, and the wording changes to match.”
When the gift is monthly, the letter says it lets the charity plan ahead and explains how to change or stop it.
- One of several wordings
“The Gift Aid paragraph thanks the donor if a declaration is held, invites one if not, or is left out.”
Where no declaration is held, the letter invites the donor to complete the one attached and return it.
- Only when…
“Attach the Gift Aid declaration only if no declaration is held.”
When the charity already holds a declaration, the tear-off is left out of the letter.
- Only when…
“Include the no goods or services sentence only if it is true, and the charity number only for a registered charity.”
Where the donor received a gala dinner place for the gift, the sentence is omitted.
Questions people ask
Does a charity have to thank donors in writing?
No law requires it, but a prompt thank-you is good practice and also a convenient place to confirm Gift Aid and how the gift will be used.
What does a Gift Aid declaration need to include?
Broadly, the donor's name and home address, the charity's name, the gifts it covers and an explanation of the tax consequences. It must be made by one person, not in joint or company names. HMRC's guidance has the details.
Can a donor receive something in return for a gift?
Limited benefits are allowed for Gift Aid, depending on the value of the gift. The sentence saying no goods or services were received should only be used where that is true.
Should the letter ask for marketing consent?
Only with a clear choice. Any email opt-in box should be left unticked, and the letter should point to your privacy notice.
Can I use my own version of this document?
Yes. Upload your own Word or PDF letter and DocuWeave turns it into a template in your wording.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.