Research indicates a significant percentage (65%) of first-time donors do not give again, but that 80% say they would if they were thanked. Translation: While making a donation is not an obligation, making sure to say thank you is.
If you don’t have a consistent way of thanking givers, don’t panic. Your church management software can help you set up workflows (automation that occurs based on specific actions in the database) to ensure that no gift goes unrecognized.
Here, we’ve come up with five workflows you can use to ensure gratitude is never forgotten.
1) Thank First-Time Donors
A first-time giver deserves a big thank-you for contributing to your church. Don’t let their first gift go unrecognized. Instead, set up a workflow that either assigns a church leader to write a thank-you note or automates a thank-you email that immediately expresses sincere gratitude.
- Create a new workflow (name it something obvious, such as New Giver Email)
- Add a Giving – Amount trigger and select the group the workflow should look for anyone in the guest group AND anyone that has given over $.01.
- Add actions to take when the trigger is activated. You can either set up an automatic email or assign a task for a staff member to write and mail a thank-you note. Make sure to add Update Progress so the first-time thank you only happens the first time, and to click Done to set everything in motion.
2) Communicate the Impact of Cause-Based Giving
When someone gives to a particular fund, say, the new building your church is planning, they deserve some appreciation. Similar to the thank-you workflow for first-time givers, you can set up a workflow that thanks people when they give to a specific fund. Beyond just thanking the donor, go a step further to keep them engaged.
Set up a workflow that places them in a group that receives information about the project's progress, that the fund supports, or presents opportunities to get involved. This could mean emailing photos of progress to that group monthly, sending updates about the status of an overseas missionary, and asking them to pray for that mission, or even sending a letter. It’s up to you.
Targeted communication that keeps donors aware of how their donation is making a difference is a fantastic way to keep donors connected to a cause (and could inspire future service and giving).
- Create a new workflow (name it something obvious, such as New Giver To Specific Funds).
- Add a “Giving – Amount” trigger and select the group the workflow should look for: anyone in the guest group AND anyone that has given over $.01. Then, select the specific fund in the dropdown. Create a trigger for each specific fund.
- Add actions to take when the trigger is activated. You can either set up an automatic email or assign a task for a staff member to write and mail a thank-you note. Ensure that you add 'Update Progress' so that the first-time thank you only occurs the first time, and then click 'Done' to set everything in motion.
- Communicate with this group about the project they’ve funded at your preferred cadence.
3) Get Notified when Donors Stop Giving
In the same way you might set up a workflow to have someone reach out if a frequent attendee stops attending, you might also use your church management software to check in on those who go from being frequent givers to not giving. Note: your focus should be on making sure this person is doing ok. If someone stops giving, it could indicate financial trouble at home, poor health, or a falling out with your ministry’s mission. It’s helpful to use a workflow that alerts you when any of these things might have happened so you can engage in an appropriate way with the person who may be suffering.
In this case, you’ll want to set up a workflow that assigns an interaction (task) for a staff member to look into this person’s activity and see how they might minister to whatever problem has arisen. That task could include seeing if they’ve also stopped attending and reaching out to say you’ve missed them and offering to help if something is wrong. Your church likely has ways you prefer to handle such cases, and your software can help you recognize a troubled member before you personally observe the shift. Set up a workflow that allows for reaching out in a way that is loving and mission-aligned. People should never fall through the cracks.
- Create a new workflow (name it something obvious, such as Donor Has Stopped Giving).
- Add a Giving – No Longer Giving trigger and select the group the workflow should look for: anyone in the regular attendee group(s) AND a defined minimum number of times per month (e.g., 6 months). Also, specify the number of months where nothing was given in the past.
- Next, add actions to take when the trigger is created.
For example, you can set up an interaction task for a staff member to follow up and determine if that person is still attending your church.
You might also add them to a 'status' type group titled something like "Donor - Stopped Giving." - Click Done to set everything in motion.
4) Thank Donors for Continuous Giving
If giving for the first time deserves a thank you, giving regularly warrants a standing ovation. These givers are the reason your church can operate, and their generosity deserves recognition.
Thank you ideas:
- Send regular givers an annual handwritten thank-you note.
- Invite them to a year-end banquet.
- Send a quick thank-you text message that links to a page about ministry impact.
Use it to set up a workflow that places regular givers (those who give X times per month?) into a group and then communicate to that group about how you’d like to recognize their continuous support. If you have an annual event, you could set up an email that is sent to new group members, providing them with event details. Choose your parameters and rest assured knowing your regulars will feel appreciated.
Pro-Tip: Additionally, you might want to occasionally communicate with this group and send them tutorials on how to set up an online recurring gift. After all, if they haven’t yet, it might be something they can use to make all that continuous giving even easier.
Example letter or email:
Dear [First Name],
I’m so grateful for your continued devotion to [Church Name]. In particular, I wanted to thank you for your ongoing generosity throughout the last year.
I also wanted to let you know your gifts are making an impact. We reached our goals and helped [specific example of how gifts have helped].
Last, I wanted to make you aware of an option that might make giving simpler for you – and for our church. We’ve set up our website so you can create a profile and set up regular, recurring contributions. Here are just a few of the benefits:
It saves you remembering to write a check and saves our team administrative time.
It allows you to worship through giving, even if you miss a service.
Recurring Giving helps us plan and forecast in advance for ministry.
Online giving is safe, secure, and simple. You have the ability to manage the amount, frequency, or stop your gift at any time. If you’re interested, you can set up a recurring gift in three simple steps:
1) Navigate to [LINK TO GIVING PAGE] and Sign In.
2) On the “Give Now” tab, check off the “Make This Gift Recurring” checkbox.
3) Select a frequency and amount – then click Submit. You’re Done!
Note: If you prefer to do this over the phone, we’d be happy to answer any questions you have and to set up the recurring gift with you. Don’t hesitate to reach out at [555-555-555]. You can always stop or change recurring giving online or simply by calling the church.
Again, thank you so much for being part of [Church Name] and helping us further our mission! I can’t wait to see what God does next!
Faithfully,
[Sender’s Name]
- Create a new workflow (name it something obvious, such as Thank Recurring Givers).
- Add a “Giving – New Regular Giver” trigger and select the group the workflow should look for anyone in the regular attendee group(s). Define what an irregular giver is first by setting a minimum number of times per month (set 1 in here for starters) FOR 6 months (this is a time frame you define). Then, define the regular giver by setting at least two times per month for three months. (Again, this can be adjusted to your preference).
- Next, add actions to take when the trigger is created.
You can set up an automatic email thanking the giver for their commitment to contribute faithfully (and letting them know they’re invited to your event if you have one).
Alternatively, add an interaction for the pastor or a church leader to follow up with the donor, expressing gratitude for their generosity. - Click Done to set everything in motion.
5) Express Gratitude for Large Gifts
Givers who make significant contributions should get special thanks. This could mean a handwritten note, a call, or a special party (perhaps the same one you’re throwing for continuous givers?). To ensure that the way you show gratitude is tailored to the nature of the gift, you can set up a workflow that assigns a task to the appropriate staff member to evaluate and execute an appropriate thank-you gesture.
- Create a new workflow (name it something clear, such as 'Large Donors').
- Add a “Giving – Amount” trigger and select the group the workflow should look for: this could be anyone in the regular attendee group(s). Now, define what is an extra-large donation (i.e. Greater than $1,000).
- Add actions to take when the trigger is created.
You can set up an automatic email thanking the giver for their extremely generous donation and reinforcing the impact that will have on your ministry.
Alternatively, consider adding an interaction for the pastor or a church leader to follow up with the donor, expressing gratitude for their generosity with a call or a handwritten note. - Click Done to set everything in motion.
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