A silent auction is an auction event with a difference. There is no auctioneer present. Instead, items for sale are exhibited for attendees to view, place bids on, and ultimately purchase. To place their bids, participants quote their price anonymously on a bid sheet.
Silent auctions are an engaging way to raise funds. NPOs (Non-profit organizations) host such events for charitable purposes. It is also fun for the attendees as they can actively participate in the event and even end up with an exciting purchase. Items put on auction are usually donated to the NPOs for free. So there is no fear of suffering a loss as the organization did not pay to procure the items.
For such an event, you can have two types of donors – ones who purchase the auctioned items, and the ones who donate items to be auctioned. As an organization planning such an event, you should send out a letter of gratitude to every donor who contributed to your cause.
What is a Silent Auction Donation Thank you Letter?
After a donor makes a contribution, the charitable organization or NPO writes a letter of gratitude to them. This is called a silent auction donation thank you letter.
The thank you letter expresses your gratitude as an organization for the help and support provided by the donors. Without them, the efforts of your cause and charity would go in vain. Thank you letters are also a means to keep in touch and keep the pool of potential donors active.
When is a Silent Auction Donation Thank you Letter Required?
Anytime a donor contributes to your silent auction, you must immediately write them a thank you letter. The fate of your cause and charity depends on the generosity and kindness of the donors. Take this is an opportunity to deepen your relationship with the donors. Some rich and powerful donors could become investors in your organization’s future projects. A thank you letter increases the odds of that happening.
Whether you write the letter by hand, or send it over email, a thank you letter goes a long way in networking. Ideally, you should send out a letter, both – physically and electronically. It is too risky to lose a chance of reaching out to the donors.
Tips on Writing a Silent Auction Donation Thank you Letter
To help you write heartfelt thank you letters for silent auction donations, here are some important things to remember –
Make it Personal
Your efforts are possible due to the kindness and generosity of donors. You must ensure that your thank you letter sounds as sincere as possible. Always address your letter to an individual by using the donor’s name. Do not address a donor as ‘Dear Donor’. It makes your letter sound like an automatically generated email, with no soul.
Similarly, mention your name and role when you sign under the letter. Do not write on the behalf of the whole organization. When a donor reads your name, there is a sense of connection and accountability.
Send the Letters ASAP
Getting donations is no cake walk. Getting committed donors who will support you in future events is even harder. So do not wait to send them a thank you letter. Do it immediately. Here is a great tip – start drafting a rough letter even before you get your donor. This will help you find out an important thing – how the donation or gift will impact your cause or organization. Once you have a clear idea about this, you will sound more convincing to potential donors. It will also help you inculcate a grateful mind set. This is going to be handy in every aspect of life.
Share Important Information
In your thank you letter, let the donor know everything his/her contribution will help your organization achieve. Let them first know a little about the cause itself. Tell them what your organization is working towards. Then, tell them how their donations will be put to use to treat the problem. For a better impact, show them some facts and statistics that reflect the progress of your efforts.
Quotes and Stories
The cause your organization is working for may have people who are directly affected. Add some quotes by those people in your letter. This will make the letter more sincere and intimate. Don’t be afraid to share a real life story affected by the cause. You may also choose to include your own experience. State how the donor’s contribution is helping in various aspects of the cause.
Keep the Conversation Friendly
To sincerely express gratitude, you will have to drop the deadpan formal tone. Keep your language semi-formal. This personal touch will also put the reader at ease. Do not get too comfortable either. Be polite while thanking the donors. State the importance of their contribution honestly, without sounding too desperate or needy.
Use Images
A picture is worth a thousand words. Attaching images to your letter or email will have a bigger impact on the donor. Your letter is more likely to be fully read if it has pictures in it.
Suggest more Information
In your letter, ask the donor if he/she wants to learn more about the cause or the organization. You may also have other similar projects that require support. By offering more information you create more exchange. The donor may also respond positively to your offer and may partake in more charitable events. But do not act like a salesman, desperately trying to sell a product. That could put off a donor from further engagement with your organization. Always be polite and subtle.
Samples of Silent Auction Donation Thank you Letter
Sample 1
THANKING AN ORGANIZATION FOR DONATION
<Donor Name/Representative>
<Name of Organization>
<Street address>
<City, state/province, ZIP/postal code>
<Date>
Subject: Thanking you for your contribution
Dear <Donor Representative Name>,
Thank you for your recent purchase for the value of <write the fair market value> at our silent auction and further donation of <state the amount of donation>. We at <write the name of your organization> are glad to pass along your kindness to the cause of <write the name of the cause for which the donation will be used>.
<Describe the cause in some detail – whom does it affect, where and how?>
<Include some images related to the cause and relief efforts>
<Explain how the donor’s contribution will help the people/the cause>
<Include quotes from the people affected, if appropriate>
We did not receive any goods or services in exchange for the silent auction donation from <write the name of the donor organization>. We are happy to inform you that your contribution is being put to good use. Through this letter, we would like to express our gratitude to you and your organization for making this possible.
Thank you for your help and support.
Sincerely,
<Name of the fundraiser>,
<Your Name>
<Your Job title>
P.S – Please feel free to reach out anytime. My number is <write your phone number> and my email is <write your email id> – I would love to chat and stay in touch with you.
Sample 2
THANKING AN INDIVIDUAL FOR DONATION
<Donor Name>
<Name of Organization>
<Street address>
<City, state/province, ZIP/postal code>
<Date>
Subject: Thanking you for your contribution
Dear <Donor Name>,
We are writing to express our deep appreciation for your generous donation of <write the donation amount>. With this act of kindness you are making a real difference in the lives of <write the name of the cause for which the donation will be used>.
When we first started this initiative to <write what the charity does>, we never thought we would achieve so much so soon. It is all because of your support, that we managed to do so.
<Describe the cause in some detail – whom does it affect, where and how?>
<Include some images related to the cause and relief efforts>
<Explain how the donor’s contribution will help the people/the cause>
<Include quotes from the people affected, if appropriate>
We thank you from the bottom of our hearts for your contributions.
With Gratitude,
<Your Signature>
<Your Name>
P.S – For more information regarding our work, please reach out to me. My number is <write your phone number> and my email is <write your email id>
Sample 3
<Donor Name>
<Name of Organization>
<Street address>
<City, state/province, ZIP/postal code>
<Date>
Subject: Thanking you for your contribution
Dear <Donor Name>,
Thank you so much for making a contribution of <mention the donation amount> to our cause <write the name of the cause>.
We have had an incredible year, thanks to your support. So many people/animals/places experience <write the problem being faced> and unimaginable losses. Thanks to you, we can make life/situation better for <write who/what is affected by the problem>.
You know how <describe the cause in some detail>
Your generous contribution will help us <write the solution your organization is working towards>. We could not have achieved this without your help and support.
We would love to keep you up to date on the progress of our efforts. Please let us know if you would like to hear more from us.
The future seems more promising, knowing that we can achieve great things by working together.
Gratefully,
<Name of the fundraiser>,
<Your Name>
P.S – Please reach out to me on my number <write your phone number> or my email <write your email id>
Sample 4
<Donor Name>
<Name of Organization>
<Street address>
<City, state/province, ZIP/postal code>
<Date>
Subject: Thanking you for your contribution
Dear <Donor Name>,
I am writing this thank-you letter with gratitude, after receiving your kind gift of <write the donation amount>.
Because of compassionate donors like you, we have been able to <write what your organization has achieved for the cause>.
Your generosity and kindness motivates our work. As you know, <Describe the cause in some detail – whom does it affect, where and how?>. We hope that with the support from people like you, we will accomplish even more. Please let us know if you would like to hear more about our organization’s future plans and goals.
You are making a real, measurable difference in the world by contributing to our cause. We thank you with utmost gratitude for your benevolence and help.
Sincerely,
<Your Name>
<Your Job title>
P.S – To know more, reach out to us on <write your phone number> or on email <write your email id>
Sample 5
THANKING FOR DONATING ITEMS FOR AUCTION
<Donor Name>
<Name of Organization>
<Street address>
<City, state/province, ZIP/postal code>
<Date>
Subject: Thanking you for your contribution
Dear <Donor Name>,
On behalf of <Name of your organization>, I would like to convey a sincere thank you for the <items or packages donated> you contributed to our recent silent auction. This act of kindness will help us in <write the cause your organization works towards>.
Because of the compassion and generosity shown by you and other donors, we will now be able to <explain how the donations will be used for the cause>.
You have truly made a difference by putting your organization at the forefront of our beloved cause. Your contribution to our charitable auction was not only noted by interested bidders, but also by the visitors who scanned through our catalogs. We hope you had a positive experience by participating in our silent auction.
Thank you again for your kindness. We hope to count on your support for future endeavors as well.
With Gratitude,
<Your Name>
<Your Job title>
P.S – For any query or information, reach out to us on <write your phone number> or our email <write your email id> – We would love to hear from you.
