VERSION A: AWARD THANK-YOU

[ORGANIZATION LETTERHEAD]

[DATE]

[FUNDER CONTACT NAME, TITLE]
[FOUNDATION OR COMPANY NAME]
[ADDRESS]

Dear [MR./MS./DR./MX. LAST NAME or FIRST NAME, matching your relationship]:

On behalf of everyone at [ORGANIZATION NAME], thank you for [FOUNDATION NAME]'s grant of [$AMOUNT] to support [PROJECT OR PROGRAM NAME]. We are grateful for your confidence in our work [OPTIONAL: "and for your continued partnership," if a renewal].

Your support will [SPECIFIC RESULT IN CONCRETE TERMS: who, how many, what, when, e.g., "allow 120 students to spend six weeks this summer building their reading skills"]. [ONE SENTENCE ON WHY THIS MATTERS NOW OR WHAT IT MAKES POSSIBLE THAT WOULD NOT HAPPEN OTHERWISE.]

[OPTIONAL: ONE SENTENCE ON WHAT COMES NEXT, e.g., "Our program begins on [DATE], and we would be delighted to welcome you for a visit."]

We look forward to sharing our progress with you [OPTIONAL: "in our report on [DATE]"]. Please do not hesitate to contact me at [EMAIL] or [PHONE].

With gratitude,

[SIGNATURE]
[NAME, TITLE]

[OPTIONAL: SECOND SIGNATURE, BOARD CHAIR NAME, TITLE]
[OPTIONAL: HANDWRITTEN NOTE FROM PROGRAM STAFF OR A PARTICIPANT, with consent]

[ONLY IF THE GIFT IS FROM AN INDIVIDUAL OR BUSINESS THAT MAY CLAIM A CHARITABLE DEDUCTION, ADD:]
[ORGANIZATION LEGAL NAME] is a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code. [Our EIN is XX-XXXXXXX.] We received your contribution of [$AMOUNT] on [DATE]. [CHOOSE ONE: "No goods or services were provided in exchange for this contribution." OR "In exchange for this contribution, you received [DESCRIPTION], with an estimated fair market value of [$AMOUNT]."]


VERSION B: REPORT SUBMISSION NOTE (email)

Subject: [ORGANIZATION NAME] — [INTERIM/FINAL] report for [PROJECT NAME]

Dear [NAME],

I've just submitted our [interim/final] report for [PROJECT NAME] [through the portal / attached]. A quick highlight: [ONE KEY RESULT IN ONE SENTENCE]. [OPTIONAL: ONE SENTENCE ON A CHALLENGE OR LESSON, e.g., "The report also explains a shortfall in enrollment and what we're changing."]

Thank you again for [FOUNDATION NAME]'s support this year. I'd welcome a conversation about what we learned and our plans for [NEXT PERIOD] whenever it's convenient for you.

Best regards,
[NAME, TITLE]
[PHONE]


VERSION C: SITE VISIT THANK-YOU (email)

Subject: Thank you for visiting [ORGANIZATION NAME]

Dear [NAME],

Thank you for spending time with us at [LOCATION] on [DATE]. [ONE SPECIFIC DETAIL FROM THE VISIT, e.g., "Our tutors were glad to hear your questions about small-group instruction."]

As promised, I'm attaching [ITEMS YOU PROMISED TO SEND]. [OR: "Here are answers to the questions you raised: [BRIEF ANSWERS]."]

Please let me know if there's anything else you need as you review our proposal.

Warm regards,
[NAME, TITLE]


VERSION D: DECLINE RESPONSE (email or letter)

Dear [NAME],

Thank you for letting us know about [FOUNDATION NAME]'s decision on our proposal for [PROJECT NAME], and for the time you and your colleagues spent reviewing it.

[OPTIONAL, IF APPROPRIATE: "If it would be helpful, we would welcome a brief conversation about how we might strengthen a future request." OR "We appreciate the feedback you shared and will take it into account."]

We continue to admire [FOUNDATION NAME]'s work in [FOCUS AREA] and hope to stay in touch. [OPTIONAL: "We'll plan to follow your guidelines for the [NEXT CYCLE]."]

With appreciation,
[NAME, TITLE]