Engage Your Donors with the Proof Letter

At Partners in Mission, we have found one tool consistently effective at inspiring generosity and strengthening donor relationships: the Proof Letter.

This simple yet powerful communication piece lists all donors alphabetically by giving level. It is typically distributed in late spring and serves three important purposes:

• Verification for the Annual Report: It gives donors the opportunity to confirm that their name is spelled correctly and listed in the appropriate giving category before the final report is published.
• Encouragement of Pledge Fulfillment: As June 30 (the end of the fiscal year) approaches the proof letter provides a timely reminder for donors who have made pledges but have not yet completed them.
• Motivation to Give Again: Seeing their name among a community of supporters can remind past donors to make another gift, helping schools and organizations reach year-end fundraising goals.

One of the best aspects of the proof letter is its high return on investment. It builds connection, accountability, and momentum in your donor engagement efforts—all with a simple outreach. To save time and money, many schools and nonprofits are now sending the proof letter via email instead of traditional mail.

How to Draft an Effective Proof Letter

Here’s a basic structure to guide you:

1. Subject Line (if emailing): “Confirm Your Listing for Our Annual Report” or “Thank You for Your Support – Please Verify Your Information”
2. Opening Paragraph: Express gratitude for the donor’s support and explain why you're reaching out. Example: "Thank you for your generous support this year. As we prepare our Annual Report, we want to ensure your name is listed correctly and that your gift is fully recognized."
3. Instructions: Invite the donor to review the listing and respond if corrections are needed. Example: "Please review your name and giving level below. If any corrections are needed, or if you would like to fulfill your pledge before June 30, please contact us by [insert date]."
4. Donor Listing: Include a list organized alphabetically by giving level (for example: President’s Circle, Leadership Society, Annual Fund Supporter, etc.). If emailing, you can attach a PDF or embed the list into the email body.
5. Reminder: Briefly remind donors that there’s still time to make an additional gift or fulfill an outstanding pledge.
6. Closing Paragraph: End with a note of appreciation and provide clear contact information for questions or updates. Example: "Thank you again for being a vital part of our mission. If you have any questions or updates, please contact [name] at [email] or [phone number]."

Final Tips

• Keep it positive and donor-centered. Focus on gratitude and inclusion.
• Set a deadline for corrections so your Annual Report can stay on schedule.
• Proof carefully. The proof letter itself must be error-free, professional, and warm in tone.
• Follow up individually with any donors who respond with corrections or pledges.

If you’d like to learn more about how to implement the proof letter effectively—or if you would like to see a sample—please reach out to me.

Let’s keep building relationships and inspiring generosity—one donor at a time.