To paraphrase Forrest Gump, Mama always taught us to write a thank-you note…

Every year, non-profits send letters to donors to acknowledge gifts. But why stop there – why not use that typical form letter to establish or reaffirm a personal relationship?

You’re already spending the cost of an envelope and postage, so you might as well invest a few minutes to cement the connection.

Paul writes in 1 Thessalonians 5:18 to “give thanks in all circumstances; for this is God’s will for you.” To me that means present a thankful attitude no matter life’s situations. In this case, we are thanking someone for choosing to make a gift to the church.

501(c)(3) not-for-profit organizations are responsible for providing acknowledgments to donors for any contribution of $250 or more. The IRS requires this notice to include the organization’s name, the amount and/or description of the contribution, and a statement on whether any goods or services were provided in return.

Many non-profits create a form letter that basically says, Dear Donor, thank you for your 2025 contribution of $500 by check to our non-profit, XYZ Presbyterian Church. There were no goods or services provided by our church in exchange for your donation. Many thanks, Pastor XYZ.

OK, sure, that meets the letter of the law and lets the donor claim it on their tax return, if they itemize. But other than that, the organization is missing a great opportunity to personally connect with the donor – especially for larger contributions.

As long as you are mailing the letter anyway, you might as well get your postage worth with the personal touch.

Don’t think this means you need a committee of people to handwrite thank-you letters. Instead, one option is to keep the same form letter, but have the Stewardship Committee or Finance Committee add a personal, handwritten note to the form letter. Something like …

“Hi Tim, we really appreciate your $1,000 investment in XYZ Church. It’s going to help us with our Sunday School classroom improvements that will impact 140 children every Sunday. I hope you’ll pop in to check on our progress! Again, thanks, and I’ll look for you on the Saturday youth soccer fields!” – and then personally sign it by someone who actually knows Tim.

That last line may sound sarcastic, but it’s not intended to be. In church communities, large or small, the direct and personal connection is key. When Tim sees the note-writer next, he’ll probably mention the letter and thank him for the handwritten note – partly because it’s so rare these days, and also because it speaks directly to the donation.

If no one seems to know some of the donors, then find out about them! Reach out by phone or email to thank them for their gift and open the conversation that way.

Here’s an option for churches strapped for time or volunteers to help with the handwritten notes: In the body of the form letter thanking donors for their gifts, go ahead and insert a short paragraph about how the gifts will improve lives in the church community.

Maybe riff on this opening: “The gifts toward our 2025 stewardship campaign serve many functions in our church, but a few of our priorities are capital improvements including replacing four HVAC units in the Education wing and kitchen as well as replacing most of the sidewalks on the church property; expanding our capacity to serve families in our weekend shelters; and partnering with XYZ and Habitat for Humanity to provide more affordable housing in our community….”

People like to see results from their gifts. To the family that gives $50 or the family that gives $5,000, witnessing their dollars in action affirms their decision to help. That can range from freshly-poured sidewalks to news coverage of Habitat breaking ground for a new house project – your donors feel a part of the progress.

Whenever possible, add the personal touch. It helps ensure a lasting relationship and encourages growth – in the relationship and in stewardship.