Here is an example of what I have sent out for the last 2 years. It should be printed on school letterhead. Best way to handle it is to do a mail merge against the list of donations.
Date
[contact name]
address
Dear [contact name],
Thank you for your generous donation of a [merge what the vendor donated here] to the [school name pto] Basket Auction that was held on March 26, 2004. Our auction grossed over [cite receipts of event here] which made it a huge success. Our success is directly due to the generosity of businesses like yours.
[school name] children will greatly benefit from the added resources that our PTO can now purchase. The money will be used to buy additional educational materials to support the curriculum, books for our library, fund assemblies and for science materials. In addition, we continually need to invest in technology, upgrade computers for classrooms, and purchase gym equipment.
We appreciate your generous support to our worthy cause. Thank you again for your donation to our Parent Teacher Organization. We will look forward to your support again next year.
Warm Regards,
[names of chairpeople]
Basket Auction co-Chairpersons
I don't have a copy, but I can give you a summary of what to include:
Address it to a specific person if there was one you dealt with.
List the item they donated in the thank you.
Ex. Thank you for donating the 10 tickets to the waterpark.
Tell them how your event went.
Ex. We had over 200 people in attendance and raised more than $7000 for our playground.
Let them know how very deeply you appreciate their support.
Sign them by hand. Personally written notes are nicest, but when you have a large quantity of people to thank, it's easier to type a letter. However, do take the time to personally sign each one.
Hello all. I'm doing a silent auction soon. I would like to see a copy of a thank you letter that was written for donations. Need all the help I can get i'm stuck.
Thanks a bunch.
RJ
