How to write a capital campaign thank-you letter

A capital campaign thank-you letter is a personalized message sent to major donors after they’ve contributed to your fundraising campaign. It acknowledges their generous donation, celebrates the impact of their gift, and strengthens your relationship with them for years to come.

Capital campaigns typically run in two phases: a private (quiet) phase and a public phase. The private phase often generates 50% to 70% of your total funds from major donors, making their continued support essential to your organization’s long-term success. Whether a gift is $100,000 or $5,000, every donor deserves a prompt, sincere thank you.

Below, you’ll find tips and things to include in a thank-you letter, two example letters, and a capital campaign thank-you letter template. Use them to express genuine gratitude, highlight each donor’s commitment, and inspire their ongoing support for your mission.

7 things to include in a capital campaign thank-you letter

Incorporate these seven elements in your thank-you letters to ensure donors feel recognized and valued after contributing to your capital campaign.

1. Warm, donor-centered opening: Begin with heartfelt thanks and a positive tone that centers around the donor, not your organization. Set the stage for the rest of the letter by making it clear their support is valued.
2. Personalization: Include unique details tied to the individual donor, such as their name, gift amount, and their giving history (if appropriate). This shows the letter was written for them, not sent as a generic acknowledgment.
3. Specific impact: Show how their gift is already making a difference and the lasting change it will bring. Robust prospect research software provides insights into donor interests, helping you highlight the parts of the campaign that are most meaningful to each supporter.
4. Storytelling: Share a short, vivid anecdote or quote from someone who was directly impacted by the gift. This turns abstract results into a relatable human story.
5. Recognition and further engagement (if applicable): Let major donors know how and when they will be recognized, such as via a donor wall, naming opportunity, or campaign report. Include an invitation to engage further, like attending a site tour or a private briefing. Your fundraising CRM will track donors’ recognition preferences and automatically suggest next steps.
6. Signature from leadership: Close with a signature from a senior leader, such as the executive director or board chair, to underscore the value of the donor’s contribution.
7. Contact information: Give donors a clear way to connect with questions or share their thoughts. Keeping communication open encourages ongoing involvement and strengthens donor relationships.

Time-saving tip: AI for nonprofits helps your team draft personalized thank-you letters in 1/16 of the time, featuring donor-centered language and adding story elements that resonate with each donor. 

Donor thank-yous for other campaigns: Writing a thank-you letter for a different type of campaign? Check out our donor thank-you letter cheat sheet.

Capital campaign thank-you letter examples

Use the following examples as models to craft your own capital campaign thank-you letter.

Healthcare capital campaign

Thank-you letters used in healthcare fundraising need to show donors the real impact of their generosity while reinforcing their role in advancing patient care.

Subject: Your support is saving lives

Dear Ms. Johnson,

On behalf of our entire care team, thank you for your generous gift of $250,000 toward the new Pediatric Intensive Care Unit. Your support means that children in our community will soon receive world-class care close to home.

Thanks to your generosity, Ms. Johnson, construction is already underway. Soon, our hospital will have the space and equipment needed to treat patients faster and with greater comfort.

Just last week, we admitted a young patient whose complex condition currently requires her family to take a 6-hour journey for specialized treatment. Thanks to you, those lifesaving services will be available right here in our own community.

We are honored to recognize your contribution in our annual donor report and at the upcoming ribbon-cutting ceremony this fall. Until then, I would love to personally invite you for a behind-the-scenes tour of the new unit in progress. Please feel free to reach out to me directly at (555) 555-5555 or CMO@XYZhospital.org anytime.

With deepest appreciation,

[Real signature]

Dr. Michael Jones
Chief Medical Officer

Education capital campaign

Donor thank-you letters for higher education fundraising need to highlight how each donor’s gift strengthens learning opportunities and supports future generations.

Subject: Your gift is shaping bright futures

Dear Mr. Lee,

Thank you for your generous gift of $75,000 to our new Science and Innovation Center. Your support puts students at the heart of groundbreaking opportunities they wouldn’t otherwise have.

Because of your gift, Mr. Lee, construction on the new labs and classrooms is moving forward quickly. Soon, our students will have access to modern equipment and collaborative spaces that will prepare them for future careers in STEM.

Just last semester, one of our students, Maria, shared how she dreams of becoming an engineer. With your help, she and her peers will soon learn in a top-class environment designed to bring those dreams to life.

Your generosity will be recognized on our Donor Wall of Honor and in the annual impact report. I would also love to personally invite you to attend a private preview event for supporters later this year. Please don’t hesitate to reach out to me at (555) 555-5555 or sjones@ABCuniversity.edu if you’d like to connect.

With gratitude,

[Real signature]

Dr. Sarah Jones
President

Thank-you letter template

Use this template as a starting point for your own capital campaign thank-you letters. Personalize the details to match your donor, your campaign, and your organization’s mission.

Subject: Thank you for supporting [campaign/project name]

Dear [donor’s name],

Thank you for your generous gift of $[gift amount] to our [capital campaign/project name]. Your support is already making a difference by [specific impact].

Because of your generous support [donor’s name], [short description of immediate outcome]. 

[Optional: Insert short story or beneficiary quote here.]

Your generosity will be recognized through [recognition method]. If you’d like to learn more or schedule a visit, please contact me directly at [phone/email].

With heartfelt appreciation,

[Real signature]

[Leader’s full name]
[Title]

P.S. We’ll keep you updated as [campaign/project name] continues to make an impact.

Thank-you letter writing tips

Beyond the essentials, these best practices will make your capital campaign thank-you letters even more effective and donor-centered.

• Avoid common mistakes: Don’t wait too long to send letters (24 to 48 hours maximum), use generic wording, or focus more on the project than the people it helps. Always verify donor names, gift amounts, and pledge details before sending.
• Consider multichannel gratitude: A thank-you letter doesn’t have to stand alone. Pair it with a phone call or short personalized video. Using an AI tool will quickly generate scripts or video text tailored to each donor segment.
• Include a handwritten thank-you note: Alongside your main thank-you letter, send a short handwritten note or card. Philanthropy Daily notes that “handwritten thank-you notes boost your donor retention rates by making your donors feel appreciated, needed, and part of something larger than themselves.”
• Optimize for readability: Keep language clear and concise, targeting an 8th–10th grade reading level. Use short paragraphs, add bullet points when helpful, and make digital letters (if you use them) accessible with alt text, high contrast, and bilingual options if needed.
• Track and measure engagement: Monitor donor responses to see what resonates. Look at reply rates, follow-up meeting attendance, or milestone participation. Use these insights to guide your next steps and strengthen future campaigns.

Make Every Thank You Count

A well-crafted capital campaign thank-you letter acknowledges a donation and expresses how much it is appreciated. It also highlights the impact of the donor’s gift while building trust and strengthening the donor relationship. Donors are more likely to stay engaged with your cause long term when they feel seen and valued.

Using tools like a fundraising CRM, prospect research software, and generative AI will help your team manage this process more efficiently. From drafting personalized letters to tracking engagement, the right technology ensures your gratitude is timely, meaningful, and consistent. Thoughtful, well-timed communication today will inspire generosity that lasts for years to come.

For more in-depth information on capital campaigns, check out our ebook, Lessons Learned Navigating a Capital Campaign: Tried-and-True Advice for Accidental Campaign Directors.

Bre Alexander

Bre Alexander is a writer and marketer focused on helping nonprofits, healthcare organizations and higher-education institutions improve their fundraising and advancement efforts to fuel their mission.

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