How to Write a “Thank You” Note After Your Event - Using AI
Nonprofit organizations thrive on generous gifts of time and money, including event tickets and sponsorships. Research and common sense have consistently shown the power and effectiveness of showing appreciation by acknowledging someone’s donation or dedication.
Effective “thank you” notes can increase donor retention, gift amounts, and dedication to your organization. But how do you hit the right note in your thank you email or letter after a successful event or other generous donation? I’m here to help.
Thank you after an event
What is a “thank you” note or donor acknowledgment?
A “thank you” note is a digital or written correspondence to a specific person or entity expressing appreciation and gratitude for a sacrifice or gesture they made to you or your organization. Individuals and organizations can send or receive “thank you” notes. Some people refer to these notes as donor acknowledgments.
There are legal, ethical, and other reasons for sending thank you notes. For 501(c)(3) organizations, the IRS and your state may require that donors receive acknowledgments with specific language saying that no goods or services were received in exchange for the gift.
But I strongly recommend you thank donors and volunteers because it’s the right thing to do and because it helps build a long-term base of happy donors. Although donor thank yous can certainly come in the form of a phone call, voicemail, or video, I want to make a strong case for a written expression of appreciation!
Handwritten notes can be powerful. At a minimum, I advise nonprofits to send handwritten notes to monthly and major donors. If you have the time and capacity, consider it for all donors.
However, most organizations simply can’t send handwritten letters to every donor, especially after a successful event. That’s where the thank you email comes in.
A well-crafted “thank you” email can be used to thank dozens or hundreds of donors with a few button clicks. But to be meaningful for donors, it’s worth taking the time upfront to get it right – and to ensure it’s delivered in a timely way!
8 elements of an effective event “thank you” email
1. Enthusiastic, non-generic subject line
Technically, any subject line will be OK, but you want your email to be seen, opened and even replied to. Instead of just saying “Thanks” or “Thank you for coming to our event,” consider something more interesting like “Thanks for being part of our impact” or “You are the ones helping us reach our mission. Thank you!” You can get extra points if you can personalize your subject line with the donor or attendee’s name.
2. Salutation
Every organization has its own brand and marketing tone and style. And each person in your organization has their own personality. You may use a different tone based on whether the sender of your note is your development director, board member, or executive director. This may determine how informal your salutation is. Formal salutations could be “Dear…” but less formal might be “Hey there” or even “Hello, you awesome human!!!” Getting the right salutation isn’t vital, but it adds personality.
3. Remind the donor of the exact event
Don’t assume people will remember the event you are referencing. They might go to multiple events with similar names or themes, especially holiday parties, house parties, etc. Remind the donor/attendee that: “Your presence at our Hog Wild Pig Roast and Toast was so important to us.”
4. Tell the donor what their money will do
Donors love to see the direct line between their gift or ticket and the impact or results. For example: “Your ticket purchase helps us educate children in West Michigan about the importance of spending time outside.” There is research to support making these direct connections, and the practice lends itself to transparency.
5. Consider community
Consider talking about the donor’s role as part of a larger effort, community, or movement. For example: “You are one of hundreds who took action and answered the call. This isn’t just a fun event. Our board, staff, and constituents see these as community-building opportunities.”
6. Sign off or closing
This is an opportunity for reverence, enthusiasm, or both! “You’ll never know how much it means to us and the people we serve that you are on this journey with us. You matter, so this work can matter! Thank you! - Ed the Executive Director.” Ideally, the sender would be someone the donor knows or someone prominent, like the development director, executive director, or board chair.
7. Postscript and call to action
Whenever you communicate with supporters or stakeholders, use the opportunity to grow your organization or reach your mission. For example, in your thank you letter or “P.S.,” can invite the donor to:
Attend a future event
Update their contact information on your site
Share your website with three friends
Follow you on social media
Share a testimonial by video or text
Save the date for next year’s event (if applicable)
And more…
8. Brevity is always appreciated
Be brief. It can backfire to send a lot of text. People are busy, and most of the time, the gesture of a thank you email or note is enough. Keep it to less than 2-3 paragraphs or 10 sentences maximum.
Remember, this can be a boilerplate email that you rework after each event, so you are not recreating the wheel. Read more about repurposing your fundraising language.
When should I send a thank you letter after an event?
Many nonprofits try to send thank you notes for all gifts within 48-72 hours, but after events, you probably have up to 3-4 weeks to send your thank you. The sooner, the better, however. I recommend planning your thank you email before the event takes place.
Thanking the right person
In general, you should thank the person who purchased the ticket. But you may also want to thank each person who attended. For people who attended as someone’s guest, you may want to make a direct invitation for them to join, donate monthly, or purchase tickets or a table for the next event.
Sample Thank You Emails to Send After a Successful Event
It’s easy to get stuck staring at a blank page when crafting thank you emails. So I used ChatGPT to create two sample thank you letters. So if you’re not sure where to start with your event thank you email, here you go!
ChatGPT post-event thank you email #1
Subject: Heartfelt Thanks for Your Support - [Event Name]
Dear [Supporter's Name],
I hope this message finds you well. We are writing to express our deepest gratitude for your invaluable support during [Event Name]. Your commitment and generosity played a pivotal role in making the event a resounding success, and we are truly grateful for your contribution.
Your presence and involvement added immeasurable value to the overall experience, creating an atmosphere of warmth and camaraderie. It was inspiring to witness individuals like you coming together to support our cause and make a positive impact on [mention the cause or purpose of the event].
Whether you contributed your time, resources, or expertise, your dedication did not go unnoticed. The success of [Event Name] would not have been possible without the collective efforts of supporters like you. Your belief in our mission and willingness to stand by us is genuinely appreciated.
We are committed to keeping you informed about the impact of your support. In the coming weeks, we will share updates on the specific outcomes achieved through [Event Name] and how your contributions have made a difference. Your involvement extends far beyond the event itself, and we want to ensure you are aware of the lasting impact your support will have on [mention the beneficiaries or goals].
Once again, thank you for being an integral part of [Event Name]. Your generosity has not only made a significant difference but has also reinforced our belief in the power of community and collaboration. We look forward to keeping you updated on our progress and hope to continue this journey together.
If you have any questions or would like more information about the outcomes of [Event Name], please do not hesitate to reach out. We value your feedback and input.
Thank you once again for your unwavering support.
Warm regards,
[Your Name]
[Your Title or Organization]
[Contact Information]
ChatGPT post-event thank you email #2
Subject: Heartfelt Thanks for Your Support - [Event Name]
Dear [Supporter's Name],
I trust this email finds you well. We are thrilled to reach out and express our deepest gratitude for your unwavering support during [Event Name]. Your presence and generosity played a pivotal role in making the event a tremendous success.
The energy and enthusiasm you brought to [Event Name] were truly infectious, creating an atmosphere that resonated with positivity and camaraderie. Your commitment to our cause and your active participation made a significant impact on both the event itself and the broader goals we are striving to achieve.
Your [financial/contributory/attendance] support not only contributed to the overall success of the event but also bolstered our efforts to [mention any specific goals or initiatives]. It is heartening to see individuals like you who share our vision and are willing to stand by us as we work towards making a positive difference.
We appreciate the time and effort you dedicated to [Event Name]. Your support went beyond just attending; it became a driving force behind the event's success. The feedback we have received from attendees echoes the sentiment that your involvement added a special touch to the entire experience.
As we reflect on the achievements and memorable moments from [Event Name], we cannot help but recognize the integral role you played in bringing our vision to life. Your support has left a lasting impression, and we are incredibly thankful for the positive impact you've made on our organization and the community we serve.
Looking ahead, we are excited about the possibilities and opportunities that lie ahead, and we sincerely hope to continue this journey with you by our side.
Once again, thank you for being an indispensable part of [Event Name]. We are immensely grateful for your support and look forward to future collaborations.
Warm regards,
[Your Full Name]
[Your Title/Position]
[Your Organization]
[Contact Information]
Conclusion: Thank you notes are vital
Donors like to feel appreciated. There are legal and moral reasons to send thank you notes to supporters, but the strategic reason is that it helps you retain and expand your supporter base. Thank you notes can also be used for marketing future events, inviting people to go deeper, and helping achieve your mission. So be sure to plan for this key step in advance!
