Thank this week's donors before Friday

Check before you thank

Grantkeeper starts with the export you send and keeps only the gifts that were paid. Failed and refunded payments, pledges not yet paid, and the same gift appearing twice go on an exception list. Gifts through a donor-advised fund or a giving platform go on their own list, since their receipts can work differently.

Each note uses the donor's name as they gave it, mentions what the gift supports in one confirmed sentence, and is signed by a real person. First-time donors get a warmer welcome, regular donors a shorter thanks. Spanish versions are ready for donors who prefer them.

Fictional example: a first-time donor who gave $40 toward winter coats gets a note that thanks her by name, says the coats go out on Tuesdays through February, and invites her to see the pickup if she'd like. A donor who has given every month for two years gets a shorter note thanking her for the steady support.

Acknowledgment wording

The IRS says a single contribution of $250 or more needs a written acknowledgment that names the organization, the cash amount or a description of a non-cash gift without its value, and whether goods or services were given in return. Grantkeeper adds a line that matches the facts you confirm, and uses “No goods or services were provided in exchange” only when that is true.

Grantkeeper doesn't change gifts or merge donors in your system. Send the notes from your donor tool or email, then mark each gift as thanked, so next week's export starts clean. Your treasurer or accountant confirms the acknowledgment wording once, and you reuse it.

A fixed day, such as Thursday afternoon, keeps each run small. The donor thank-you guide explains the full routine, including the disclosure for event tickets over $75.