Summary
This is an overview of types of and timing for WFAA acknowledgments of gifts and pledges. It also includes links to more in-depth acknowledgment process details and a sample thank-you letter template.
Key Takeaways
- Thanking supporters for their generosity to the university is one of the most important ways we can steward our donors.
- WFAA has a standard approach to acknowledging donor gifts.
- Units on campus are encouraged to use the Donor Acknowledgment Report to develop and execute their schedule and approach to thanking donors for gifts.
Thanking supporters for their generosity to the university is one of the most important ways we can steward our donors. The Donor Acknowledgment Report can be used to produce a merge file for donors to your funds. As a best practice, we recommend not including the gift dollar amount in the donor’s acknowledgment letter (unless they have specifically requested it). We recommend sending an acknowledgment letter for pledge initiations and the last payment on a pledge (rather than for every single payment).
Here is a chart of standard Wisconsin Foundation and Alumni Association (WFAA) acknowledgments of donor gifts and pledges. See below for links to more in-depth acknowledgment process details.
|
Stewardship Practice |
Owner |
Notes/Frequency |
|
Standard, branded tax receipt and acknowledgment for all gifts | WFAA Gift Services Team | 1–10 Business Days
|
|
Chancellor’s office acknowledgment for all outright gifts, pledges, and deferred gifts of $100,000 or more
|
WFAA |
Monthly |
| Chancellor’s office acknowledgement for all gifts to Chancellor’s Annual Fund, Chancellor’s Parent Fund, and the Raimey-Noland Diversity, Equity, and Inclusion Fund |
WFAA |
Monthly |
|
WFAA president/CEO acknowledgment for gifts, pledges, and deferred gifts of $25,000 or more |
WFAA |
Monthly |
|
Gift acknowledgment for all deferred gifts and Wisconsin Legacy Society welcome | WFAA Gift Services Team |
Monthly |
|
Acknowledgment from unit/WFAA for all gifts and pledges of $1,000 or more |
Unit/WFAA | At least monthly; sent from dean, department chair, center/institute director, or director of development |
|
Acknowledgment of gifts and pledges below $1,000 |
Unit/WFAA | Optional; units may determine their own minimum-gift thresholds |
|
Gift acknowledgments are loaded into ABE | WFAA/Unit | Optional; units may determine their own minimum-gift thresholds |
|
Athletic priority seating confirmation | WFAA Gift Services Team |
Weekly |
|
Donor-advised fund letters for all donor-directed gifts | WFAA Gift Services Team |
Weekly |
|
Matching-gift confirmation letters | WFAA Gift Services Team |
Monthly |
|
Welcome acknowledgment for first-time donors to the university |
WFAA Stewardship/Annual Giving |
Monthly |