The rhythm
- Within 48 hours: a thank-you letter or email, signed by a person, with the gift amount and date.
- For first-time and larger gifts: a short phone call or a personal video, with no ask in it.
- Day 30: a short update on what gifts like theirs are doing right now.
- Day 90: a story, a photo or an invitation to see the work in person.
- Before you ask again: make sure they have heard from you at least twice without an ask.
Get the acknowledgment right
- For a gift of $250 or more, the IRS requires a written acknowledgment that says whether the donor received any goods or services in return. Our compliance guide on gift acknowledgments has the details.
- Draft the letters in advance and let a person approve each one before it goes.
- Log every thank-you in your donor database, so the next person knows what was said.
These guides are general practice tips, not legal, tax or compliance advice. Follow IRS rules and your states’ requirements, and have a person review donor communications before they go out.