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How to: Donation Thank You Letterheads & Email Notifications - Tue - Aug 18, 2026 - 12:05pm

Maggie Kennedy

Updated: Tue - Aug 18, 2026 - 12:05pm ⚬ 0 Comments Donations

Donation Thank You Letterhead & Email Notifications

ThunderTix gives you a way to create a personalized Donor Thank You Letterhead and automatically generate it when a donation falls within a specific dollar range.

This can help your team recognize meaningful gifts, streamline donor follow-up, and make your stewardship process more consistent.

What Is a Donor Thank You Letterhead?

A Donor Thank You Letterhead is a pre-formatted thank-you letter that ThunderTix can generate when a donation meets the criteria you set.

Instead of creating a thank-you letter from scratch each time, you can build your message once and let ThunderTix populate donor-specific details using available dynamic fields.

For example, your letter might include:

The donor's name
Donation amount
Donation date
Order information
A personalized thank-you message
Information about how their support helps your organization

This is especially helpful if your team sends more formal acknowledgments for donations within a particular giving range.

Where Do I Create or Edit My Donor Thank You Letterhead?

Navigate to:

Templates → Thank You Letterhead

This is where you can build and customize the letter that ThunderTix generates for qualifying donations.

You can add your own wording and use available dynamic fields to personalize the letter.

For example, you might create a salutation like:

Hello Jennifer,

and then include language such as:

Thank you for your generous contribution. Your support helps us continue bringing meaningful programs and experiences to our community.

Once your letter is complete, save it so it can be used with your donation email notification.

Important

A Thank You Letterhead must exist before you can use it with the donation notification setting.

If you have not created one yet, even a simple starting message such as "Thank you for your donation!" will allow you to begin configuring the notification.

How Does the Donation Email Notification Work?

Once your Thank You Letterhead is created, navigate to:

Settings → Email Notifications → When a donation is made

This setting allows you to tell ThunderTix when your Thank You Letterhead should be generated.

You can define:

A minimum donation amount
A maximum donation amount
The email address or addresses that should receive the notification

ThunderTix then checks each donation against that range.

If the donation falls within the minimum and maximum amounts you entered, the notification is triggered and the Thank You Letterhead is generated.

How the Donation Range Works

You can configure one minimum and one maximum donation amount for this notification.

For example:

Minimum: $100
Maximum: $499

With that setup:

A $75 donation would not trigger the notification
A $100 donation would trigger it
A $250 donation would trigger it
A $499 donation would trigger it
A $500 donation would not trigger it

This gives you more control than a simple minimum-only threshold.

Who Receives the Email?

One important distinction: the notification is sent to the email address or addresses you enter in the notification setting.

It is not automatically emailed directly to the donor.

The purpose is to give your team a ready-made donor thank-you letter when a qualifying gift is received.

Your team can then review the letter and use it as part of your normal donor acknowledgment process.

For example, you may choose to:

Print and mail it
Send it personally by email
Have a development director sign it
Use it as a reminder to personally follow up with the donor

What About the Donor's Regular Confirmation Email?

The Donor Thank You Letterhead is separate from the standard confirmation a patron receives after making a donation.

The normal donation or order confirmation is the transactional communication associated with the donor's purchase or contribution.

The Thank You Letterhead notification is designed for your organization to use as an additional donor stewardship tool.

Why Use a Minimum and Maximum Amount?

Not every donation may require the same type of follow-up.

You may decide that donations between $100 and $499 should receive a more formal thank-you letter, while smaller contributions are sufficiently acknowledged through the standard confirmation process.

Or perhaps your development team wants to personally review all donations between $500 and $2,500.

The minimum and maximum fields let you define the exact giving range that is most meaningful to your organization.

Example

Let's say your organization wants a member of the development team to personally follow up with donors who give between $250 and $999.

You would configure:

Minimum donation amount: $250
Maximum donation amount: $999

Then enter the email address of the staff member who handles donor relations.

When someone makes a $500 donation:

ThunderTix sees that $500 falls within your configured range.
The When a donation is made notification is triggered.
ThunderTix generates your saved Thank You Letterhead.
The notification is sent to the email address you configured.
Your team can review the letter and send or print it for the donor.

Suggested Setup

Start by thinking about the donations that typically require a more personal level of acknowledgment at your organization.

Ask yourself:

At what donation amount does our team normally want to do something extra?

Then determine the upper end of that range.

For example:

$100–$499

could be a good range if your organization wants to personally acknowledge mid-level gifts.

Or:

$500–$5,000

may make more sense if the notification is specifically intended to flag larger contributions.

There is no universal right answer. The range should reflect your own donor stewardship strategy.

A Simple Way to Think About It

The Thank You Letterhead is the letter.

The minimum and maximum amounts determine when it is generated.

The Email Notification determines who on your team receives it.

Together, these tools give your organization a simple way to create more thoughtful and consistent follow-up for qualifying donors.

View our video tutorials Where can I see the total collected donations? How do I make a donation request? Can I customize the donation wording? Can my customers make a donation without buying a ticket? How can I customize the email sent to customers who make a donation through an event? Fundraising Campaigns and Donations now available on events Targeted Donation Messaging and Recurring Donations How do the round-up donations work?