Free Printable Rules for Donor Relations

I. Introduction

At [YOUR COMPANY NAME], we value the trust and generosity of our donors. This document outlines the key principles and rules that guide our relationships with donors. It is our goal to ensure that donors feel valued, respected, and informed throughout their interactions with our organization.

II. Donor Acknowledgment

• Timeliness: All donations will be acknowledged promptly. A written thank-you letter or email will be sent within 7 days of receiving the donation.

• Personalization: Acknowledgments will be personalized, referencing the donor’s name, the amount of their donation, and the specific purpose or program the funds support (if applicable).

• Receipt for Tax Purposes: Donors will receive a formal receipt for their contributions, including tax-deductible information as required by law.

III. Donor Recognition

• Public Recognition: Donors will be recognized in our annual report, on our website, and at appropriate events unless they choose to remain anonymous.

• Naming Opportunities: Major donors (donations of $10,000 or more) may be offered naming opportunities for specific projects, buildings, or programs, subject to organizational approval.

• Gift Clubs: Donors contributing at certain levels may be invited to join exclusive gift clubs, with specific recognition privileges. For example, donors who contribute $5,000 annually may become members of the "Gold Circle."

• Event Invitations: Donors may receive invitations to special events, such as donor recognition dinners or galas, depending on their contribution level.

IV. Communication Policies

• Frequency: Donors will receive regular communication updates about how their contributions are being used, including quarterly newsletters, emails, and our annual report.

• Content: Communication will be clear, transparent, and respectful, emphasizing the impact of the donor’s support. Examples of communication include project success stories, financial reports, and upcoming events.

• Opt-Out Options: Donors may choose to opt out of specific types of communication, such as direct mail or emails, and these preferences will be honored.

V. Confidentiality and Privacy

• Donor Privacy: All personal and financial information provided by donors will be kept strictly confidential. We will not sell, trade, or share donor information with third parties.

• Data Security: Donor information will be stored securely, both electronically and in physical records, to prevent unauthorized access.

• Data Use: Donor data will only be used for purposes directly related to the donor’s relationship with [YOUR COMPANY NAME].

VI. Ethical Guidelines

• Transparency: We will always be transparent with our donors about how funds are being used and the programs they are supporting. For example, detailed reports on the allocation of funds will be provided annually.

• No Pressure: Donors will never be pressured into giving or continuing their donations. All solicitations will be made with respect for their personal and financial choices.

• Conflict of Interest: Donors will not be solicited in any situation where there may be a conflict of interest, and all fundraising practices will be conducted in an ethical manner.

VII. Legal and Tax Information

• Tax Compliance: [YOUR COMPANY NAME] will comply with all applicable tax laws and regulations. Donors will receive the appropriate documentation for tax deduction purposes.

• Use of Funds: All funds will be used for the purposes for which they were intended, and if any funds cannot be used as specified, donors will be informed promptly.

• Gift Restrictions: Any specific restrictions on donations (e.g., for particular programs or purposes) must be respected and documented.

VIII. Training and Implementation

• Staff Training: All staff members involved in donor relations will undergo regular training on these rules and best practices for donor engagement. This training will take place quarterly, with updates as needed.

• Regular Review: These rules will be reviewed annually to ensure compliance with changing laws and best practices, and to incorporate feedback from donors.

By adhering to these rules, [YOUR COMPANY NAME] ensures that every donor is treated with respect, transparency, and gratitude, helping to foster lasting relationships that support our mission of ending homelessness in our community.

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