The Year-End Funder Thank You Most Nonprofits Skip
November and December are busy months for nonprofits. Year end appeals go out. Giving Tuesday comes and goes. You are working on next year’s goals while trying to figure out if you will meet the current goal.
In the middle of all the chaos, one simple practice gets skipped almost every year. A personal thank you to your institutional funders.
I work with a lot of small and mid-sized organizations where the fundraising team is really one person wearing several hats. For these teams, stewardship can feel like a luxury. It sounds like something that requires a year-long plan, a printed impact report, and mailings that go out on the same day to every funder.
It does not have to be.
A short, sincere note sent in December can do more for a funder relationship than a glossy report sent in March. In this blog post, you will read why it matters, who to reach out to, and exactly what to say.
Why a Year End Thank You Matters
Funders hear from nonprofits constantly, and almost every message comes with an ask attached. A proposal, a report, a request for an extension. A note that asks for nothing stands out.
Here is what a simple thank you does for you.
It builds trust between grant cycles. Program officers remember the organizations that stay in touch when nothing is due.
It keeps your story fresh. A recent update puts your organization top of mind before those conversations happen.
It treats funders like partners. Most funders want to be more than a check. Thanking them like a partner reinforces the relationship you want.
It costs almost nothing.
Who to Reach Out To
Current funders
Anyone who gave in the past twelve months. These are your top priority. They invested in your work this year and deserve to hear what their investment made possible.
Lapsed funders
Funders who gave in a previous year but not this year. A warm note keeps the door open and shows you value the relationship beyond the check.
Funders with a renewal coming up
If an application or report is due in the first half of next year, a December note sets the stage for that conversation.
Your largest and longest standing funders
These relationships carry the most weight. Consider a more personal touch, like a phone call or a handwritten card.
If you have limited time, pick your top five funders and focus on deepening those relationships.
Ways to Reach Out
There is no single right way to say thank you. Choose the method that fits the relationship and the time you have.
Fast, easy, and right for most funders. Best for current and lapsed funders when time is tight.
Handwritten Card
A handwritten card is memorable because almost no one sends them anymore. This option is best for your largest or longest standing funders. Ask your executive director or a board member to sign it.
Phone Call
Personal and quick. A two minute call from your executive director can carry more weight than a page of text. If you reach voicemail, leave a short message and follow up by email.
LinkedIn Message
A good fit if you are already connected with the program officer and the relationship is more informal.
Aim to send your notes the first two weeks of December. Many foundation offices close for the last two weeks of the year, and inboxes are flooded on Giving Tuesday. If you are mailing cards, send them in early December so they arrive before staff leave for the holidays.
What to Say
Keep it short. All you need is three to five sentences.
1. A personal opening that shows you are thinking of them specifically.
2. One concrete update, such as a recent win, a story, a milestone, or something their gift made possible.
3. A sincere thank you.
It is OK for these notes to sound a little casual. We are not overthinking this activity. The goal is to show that you are thinking about them and that you appreciate them, not to deliver a formal report.
Get specific when writing your update sentence. Use a number, a name (with permission), or a moment. Writing "Forty young people moved into stable housing this fall" gives the reader a clear picture of the impact they are supporting.
Stay away from generalized updates such as “our programs had a great year.”
Here are three templates you can copy and adapt.
For a Funder Who Gave This Year
Dear [Name],
[Foundation name] popped into my mind as I was reviewing the impact of our programs so far this year.
I wanted to share a quick update and let you know how much your support this year means to us. [Add your short update here. A recent win, a story, a milestone, or something their gift helped make possible.]
We are thankful for you and the impact your help make possible,
[Your name]
For a Lapsed Funder
Dear [Name],
[Foundation name] popped into my mind as I was reflecting on the partners who have helped drive our work the past few years.
I wanted to share a quick update and let you know how much your past support means to us. [Add your short update here. A recent win, a story, a milestone, or something their gift helped make possible.]
I am sorry we missed each other this year and I hope we can connect in 2027.
[Your name]
Update Your CRM
After you send the notes, add a quick update into your CRM.
The Goal - Stronger Relationships
Stewardship tasks can sometimes feel too big or too complicated. It does not need to be. A few sincere sentences sent at the right moment can help you build trust, keep your organization top of mind, and make your next conversation easier.
If your team is stretched thin and you want a partner who builds stewardship into your grant strategy, I would love to help. Learn more about how I work with nonprofits at melissaloveswriting.com, and sign up for my newsletter for more practical tools like these.
About Melissa Ralston & Melissa Loves Writing
Melissa Ralston is a veteran grant writer with 28 years of experience helping mission-driven organizations increase their funding.
When you work with me, you get more than a writer. You get a stewardship partner who tracks the big picture, conducts strategic reviews, helps your organization make smart decisions about grant funding, and writes the proposals that move those opportunities forward.
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