Donors, grants & volunteers

Annual giving statement

Sends a donor one statement of every gift in a tax year: each gift, the total, the charity’s registration details and your approved tax wording, with a link to the official statement.

Subject: Your giving statement for [tax year]

Donation receipt

Sends a donor the receipt for a gift they made, for their tax records: the number, amount, date, payment method, the charity’s registration details and your approved tax wording.

Subject: Your donation receipt [receipt number]

Donation tax declaration request

Asks a donor to complete the declaration or details your tax rules need, such as a tax declaration form or the identifier a tax receipt requires, through your secure form and never by reply.

Subject: A tax declaration for your gifts to [company name]

Donation thank-you

A personal thank-you after a gift: the amount and what it was given to, what it helps make possible in words your team has checked, and when the receipt follows.

Subject: Thank you for your gift, [first name]

Gift in a will: executor acknowledgement

Acknowledges an executor or solicitor who has told you about a gift left in a will: condolences, your legacy reference, the documents you need and one named contact for the estate.

Subject: Gift in the will of [deceased name]

Gift pledge confirmation

Confirms a pledge a supporter has made to give over time: the total, each instalment and its date, the designation, how reminders will work and how to change the pledge, with the pledge agreement if you use one.

Subject: Your pledge of [pledge total] to [fund name]

In-memory gift acknowledgement

Thanks someone who gave in memory of a person who has died: names the person remembered, confirms the gift and whether the family will be told, with care and no further ask.

Subject: Your gift in memory of [honoree name]

Matching gift request

Asks a donor whose employer may match gifts to request the match: the gift to quote, the charity details the employer’s programme needs, the employer’s deadline and who to ask.

Subject: Could [employer name] match your gift?

Recurring gift cancellation confirmation

Confirms that a regular gift has stopped as the donor asked, with the last collection, a note that nothing further will be taken, thanks for what they gave and how to restart if they wish, and no pressure to reconsider.

Subject: We’ve stopped your [gift frequency] gift, as you asked

Recurring gift payment failed

Tells a regular donor, without pressure, that a scheduled gift wasn’t collected and what happens next, with a way to update their details by phone or at the address they know, and no request for card or bank details.

Subject: Your [gift frequency] gift didn’t go through this time

Recurring gift setup confirmation

Confirms a new regular gift: the amount and frequency, the first collection date, how it will appear on their statement, the mandate reference and where to change or stop it.

Subject: Your [gift frequency] gift to [company name] is set up

Gift in a will enquiry response

Replies to someone who asked about leaving a gift in their will: your legal name, registration number and address for their solicitor, suggested wording and a gentle note to take independent advice.

Subject: Leaving a gift in your will to [company name]

In-memory gift family notification

Tells the family of someone who has died that a gift was made in their memory: who gave, with the donor’s permission, and any message they left. No amount unless the donor asked you to share it.

Subject: A gift to [company name] in memory of [honoree name]

Lapsed donor re-engagement

Reconnects with past donors who haven’t given recently: thanks for what they gave, what has changed since, one current need and an easy way to give again. Send it as a campaign.

Subject: It’s been a while, [first name]: here’s what’s changed

Major gift proposal

A personal follow-up to a conversation with a prospective major donor: the project you discussed, the gift you’re asking them to consider, what it would fund, any recognition you can offer and the full proposal.

Subject: [project name]: the proposal we discussed

Monthly donor update

A short monthly letter to regular donors: what their gifts funded, one story shared with consent, figures you have verified and how to manage their gift. Send it as a campaign.

Subject: What your monthly gifts did in [reporting month]

New donor welcome

Welcomes a first-time donor after their first gift: who you are in a line, how and how often you’ll keep in touch, the choices they have about contact and who to ask. Makes no further ask.

Subject: Welcome, [first name]: what happens after your first gift

Community fundraiser welcome

Welcomes a supporter who is raising money for you through a challenge or their own event: their fundraising page, the guidance and branding they may use, how to pay in what they raise and a named contact.

Subject: Your fundraising pack for [fundraising activity]

Fundraising appeal launch

Launches an appeal to supporters: the need in plain words, what a gift helps fund using figures you can evidence, the target and closing date if there is one, and one way to give. Send it as a campaign.

Subject: Support the [appeal name]

Fundraising appeal progress update

Updates supporters part-way through an appeal: the amount raised against the target, the number of supporters, what it has funded and what remains, from reconciled figures. Send it as a campaign.

Subject: [appeal name]: [amount raised] raised so far

Fundraising appeal result

Closes an appeal with supporters: the final total from reconciled figures, what it will fund and when, any shortfall or surplus and how it will be handled, and thanks. Send it as a campaign.

Subject: Thank you: the [appeal name] raised [final amount]

Fundraising gala invitation

Invites supporters to a ticketed fundraising dinner or gala: date and venue, ticket and table prices, dress code, how the evening raises money, any tax-deductible portion and the date to book by.

Subject: Join us at [event name] on [event date]

Grant application acknowledgement

From a funder to an applicant: confirms an application has arrived, gives its reference, and sets out the review stages and the date decisions are expected.

Subject: We have your [grant programme] application

Grant application cover note

Accompanies a grant application you’re submitting to a funder: the programme and round, the amount requested, the project period, what’s attached and who can answer questions.

Subject: Grant application: [project name]

Grant application decline

Use it to tell an unsuccessful grant applicant that the decision is no, with any feedback you choose to share, whether they may apply again and other sources of support.

Subject: An update on your [grant programme] application

Grant application information request

Use it to ask a grant applicant for items missing from an application, with the date they are needed by, how to send them and what happens if they do not arrive.

Subject: More information needed: application [application reference]

Grant award notification

Use it to tell a successful applicant that the grant is awarded, with the amount, the grant period, the payments, the conditions and reporting, and how and by when to accept.

Subject: Good news about your [grant programme] application

Grant closure confirmation

Use it to confirm to a grantee that its final report is accepted and the grant is closed, with the total paid, how unspent funds are handled, the records to keep and how to stay in touch.

Subject: Grant [grant reference] is now closed

Grant funding round open

Use it to announce an open grant round to organisations on your funding list: who can apply, the priority, the closing date and how to apply. Send it as a campaign.

Subject: [grant programme] is open for applications

Grant letter of inquiry

Use it for a short first approach to a foundation before a full application: who you are, the project in a paragraph, the amount you would ask for and whether a proposal would be welcome.

Subject: Letter of inquiry: [project name]

Grant report overdue notice

Use it when a grantee’s report is late under the grant agreement: which report, the original date, what the agreement says happens next, a new date and an offer to talk.

Subject: Overdue: [report type] report for grant [grant reference]

Grant report reminder

Use it to remind a grantee that a progress or final report is coming due: the period it covers, the template to use, where to submit it and who to ask about more time.

Subject: Your [report type] report is due on [report due date]

Grant report submission

Use it when a grantee sends its funder a progress or final report: the period it covers, headline results and any changes from the agreed plan, in its own verified words.

Subject: Our [report type] report for grant [grant reference]

Grant variation request

Use it when a grantee needs its funder’s approval to change a grant’s budget, timetable or agreed outcomes: what would change and why, its effect on the project and the revised plan.

Subject: Request to vary grant [grant reference]

Volunteer application received

Use it to confirm a volunteer application: the role, the reference, the steps before a decision, such as a conversation, references and any checks, and when to expect to hear.

Subject: Thanks for applying to volunteer, [first name]

Volunteer application unsuccessful

Use it to tell a volunteer applicant, with care, that you cannot offer the role they applied for, with a reason only if you choose to give one, and other ways to stay involved.

Subject: About your [volunteer role] application

Volunteer farewell thank-you

Thanks a volunteer who is stepping down: what their time made possible in your own words, the hours you recorded, returning any badge or equipment, when access ends, a reference if they’d like one and a way back.

Subject: Thank you for volunteering with us, [first name]

Volunteer induction invitation

Invites new volunteers to an induction session: when and where, what it covers, such as safeguarding and health and safety, what to bring and how to rearrange if the time doesn’t suit.

Subject: Your volunteer induction on [session date]

Volunteer placement confirmation

Confirms that someone has a volunteer role: the role, their supervisor, the start date, any checks or documents still outstanding, the volunteer agreement and their first step.

Subject: Your volunteer role starts on [start date]

Volunteer role opportunity

Shares an ongoing volunteer role with supporters: what it involves, the time it takes, where it is, the training and checks it needs, what volunteers receive and how to apply. Send it as a campaign.

Subject: Volunteer with us: [volunteer role]

Volunteer shift reminder

Reminds a volunteer of their next shift: when and where, who to report to, what to wear or bring, and how to tell the team early if they can no longer make it.

Subject: Your volunteer shift on [shift date]

Volunteer shift thank-you

Thanks a volunteer after a shift: what the shift made possible in your own verified words, the hours recorded and how to sign up for the next one.

Subject: Thank you for volunteering on [shift date]

Support programme application received

Confirms that someone has applied for support from one of your programmes: a reference, what happens next, how their details are kept private and where to get help sooner if they need it.

Subject: Your application reference [application reference]

Support programme place confirmation

Confirms a place on a support programme: the start date, the key worker, what the support includes, how their information is kept and when it may be shared, and how to raise a concern. The subject stays discreet.

Subject: Your place with us starts on [start date]

Impact report release

Shares your annual or programme impact report with supporters: headline figures taken from the report, one story told with consent, what you learned and a link to the full report. Send it as a campaign.

Subject: Our impact report for [reporting period]