A simple, handwritten thank you note goes a long way to express gratitude for time, service, sponsorship, donation, etc. “A lot of respect can be earned or lost by our ability to say thanks”. We want to make a positive impact! We do encourage a handwritten note versus a typed one. Write as neatly as possible in blue or black ink!
Need a refresher on formatting? No problem.
- Begin with a greeting, like “Dear Mr. Jones,” or “Dear Insert Organization Here”.
- Express appreciation and why the thank you note is being written. Be specific. Don’t be afraid to go into detail about how the item/gift will be used.
Example 1: “Thank you for serving as a class sponsor for the 2023 Portage County Jr. Fair Dairy Show. The duffle bag I received for first place is very much appreciated and will travel with me to future 4-H events! “
Example 2: “Thank you so much for purchasing my 4-H market rabbit at the 2023 Portage County Livestock Sale. The Portage County Fair has been a highlight of my summer since joining 4-H six year ago. The money received will be placed in a savings account to help pay for college. Thank you for your support of the Portage County 4-H Program and my 4-H project.“
- Express appreciation/acknowledge generosity again. “Thank you again for your support of Portage County 4-H and the Portage County Jr. Fair. Your kindness is greatly appreciated.” -OR- Thank you again for your generosity and for supporting the 2023 Portage County Jr. Fair. I hope to see you again next year!”
- Closing: “Sincerely, _______”. Make sure the youth member signs their name.
- Encourage youth to be prompt in getting the thank you mailed- a suggestion is two weeks or less from the date the award, monetary gift, etc. was received.
- Make sure the nature of the thank you is positive! We do not want to criticize or express the desire for a different or additional gift.
- Personalize it: add a photo to the thank you, thank the buyer/donor the following year on a poster above the animal or exhibit, etc. Counties may already have buyer/donor appreciation gifts (i.e. goodie bag, etc).
- Make sure the youth member has the correct address for the individual/business.
- Do not assume everyone is a professional at writing thank yous! Go over formatting at a club meeting, committee meeting, or QA event. It’s also helpful to provide additional resources to families and/or advisors.
Tips adapted from Ashlee Meardith, Trumbull County