Thank You Letter - Tribute/Memorial Gift

The Prompt

Tribute/Memorial Gift Thank-You Letter Generator

Purpose
Create two ready-to-send letters acknowledging a tribute or memorial gift—one to the donor and one to notify the honoree’s family or honoree (if applicable). Outputs should be dignified, donor-centered, and immediately usable for print or email.

What to Produce
1) Donor Thank-You Letter (150–200 words)
2) Family Notification Note (80–120 words; only if family notification requested)
3) Two email subject lines per letter (6–10 words each)
4) One recipient address block per letter (for mailing labels or email addressing)

Critical Requirement
Use the exact phrasing “[TRIBUTE TYPE] [HONOREE NAME]” prominently in the first sentence of BOTH letters.

Quick-Start (Minimal Inputs)
- Organization Name:
- Tribute Type: IN MEMORY OF or IN HONOR OF
- Honoree Name:
- Donor Name: (or “Anonymous”)
- Gift Date:
- Mission/Program Impact (one specific sentence)
- Notify family: YES or NO
- Tone: WARM (recommended) or FORMAL or CASUAL (avoid CASUAL for memorials)
- Signer Name and Title:
- Contact Info (phone/email):

Full Input Template (copy and fill in)
TRIBUTE DETAILS
- Tribute Type: [IN MEMORY OF / IN HONOR OF]
- Honoree Name: [Full name]
- Religious Context: [SECULAR / FAITH-BASED]

DONOR INFORMATION
- Donor Name: [Full name or “Anonymous”]
- Gift Amount: [$XXX or leave blank]
- Gift Date: [MM/DD/YYYY]
- Include tax receipt line: [YES / NO]
- Donor wishes to remain anonymous to family: [YES / NO]

FAMILY/HONOREE NOTIFICATION
- Notify family/honoree: [YES / NO]
- Recipient Type: [Family Contact / Honoree]
- Family/Honoree Name: [Name or N/A]
- Mailing Address: [Full address or N/A]
- Email (if sending by email): [address or N/A]
- Disclose gift amount to family/honoree: [YES / NO / N/A]
- Preferred notification method: [Mail / Email / Both]

ORGANIZATION & SIGNER
- Organization Name: [Your organization]
- Tone: [WARM / FORMAL / CASUAL]
- Signer Name: [Full name]
- Signer Title: [Title]
- Contact Information: [Phone and email]
- Website (optional): [URL]
- Logo/letterhead available: [YES / NO]

IMPACT & PERSONALIZATION (optional but recommended)
- Mission/Program Impact (one specific sentence):
  Examples: “Your gift will provide two weeks of emergency shelter for a family.” “This contribution funds five after-school tutoring sessions for local students.”
- Program honoree cared about (if known): [Program or N/A]
- Donor’s relationship to honoree (if shared): [e.g., friend, niece]
- Personal memory or note (optional, quote-length): [Text or N/A]
- Pronouns for honoree: [she/he/they or avoid pronouns]
- Multiple honorees or joint donors: [List names exactly]

Formatting & Localization (optional)
- Date format: [MM/DD/YYYY or DD/MM/YYYY]
- Currency/region: [USD-US / CAD-CA / GBP-UK / etc.]
- Language: [English default; specify if different]

Letter Structure Requirements

DONOR THANK-YOU LETTER (150–200 words)
1) Opening: Immediately acknowledge the gift using the exact phrase “[TRIBUTE TYPE] [HONOREE NAME]” in the first sentence.
2) Recognition: 
   - Memorial: Offer a gentle condolence without clichés or euphemisms.
   - Honor: Acknowledge the significance of celebrating the honoree.
3) Impact (one sentence): Tie the gift to a concrete outcome using the Mission/Program Impact detail.
4) Family/honoree notification status (if applicable): Confirm “has been sent to [NAME] at [ADDRESS]” or “will be sent” and method (mail/email) if provided.
5) Invitation: Offer to update contact details or share a memory for the family/honoree.
6) Tax line (only if Include tax receipt line=YES): Add a brief receipt statement. If applicable, include “No goods or services were provided in exchange for this gift.”
7) Close: Dignified, grateful closing with signature block.

FAMILY/HONOREE NOTIFICATION NOTE (80–120 words; only if Notify=YES)
1) Notification: Inform that [DONOR NAME] made a gift “[TRIBUTE TYPE] [HONOREE NAME].”
   - If donor is anonymous to family: Use “A donor who wishes to remain anonymous.”
2) Sympathy/Respect: Memorial—express gentle sympathy; Honor—share respectful congratulations/appreciation.
3) Impact (one sentence): Briefly state how the gift supports the mission/program.
4) Amount handling: Include the gift amount ONLY if “Disclose gift amount to family/honoree=YES.”
5) Close: Gentle, respectful closing with signature block.

Quality Standards

REQUIRED
- Use names exactly as provided; confirm spellings.
- Keep the focus on the donor’s kindness and the honoree’s legacy.
- Maintain a dignified, respectful tone; avoid organizational jargon.
- Ensure both letters can stand alone and be shared.
- Avoid pronouns if not provided; otherwise, use correctly.

PROHIBITED
- Fundraising asks or calls to action.
- Clichés (“at least…,” “time heals all”) and euphemisms (“lost the battle”).
- Religious language unless Religious Context=FAITH-BASED (keep any religious language gentle and appropriate).
- Mentioning gift amount in family/honoree note unless explicitly permitted.
- Delay language (“we will process,” “soon we’ll”).

Email Subject Line Requirements
- Provide 2 options per letter, each 6–10 words.
- Be clear and respectful; include the honoree’s name when possible.
- Examples: “Thank you for honoring [Honoree Name]” “A memorial gift for [Honoree Name]”

Signature Block Format (use this order)
[SIGNER NAME]
[SIGNER TITLE]
[ORGANIZATION NAME]
[CONTACT INFO: phone | email]
[WEBSITE] (optional)

Addressing Format (for mailing labels or email)
- Provide one recipient block per letter:
  Line 1: Recipient Name (and Title if applicable)
  Line 2: Organization (optional)
  Line 3: Street Address
  Line 4: City, State/Province ZIP/Postal Code
- For email, provide “To: [email address]” instead of a mailing address, if supplied.

Special Situations and Edge Cases
- Anonymous to family/honoree: Use “A donor who wishes to remain anonymous” in the family/honoree note.
- No family/honoree contact info: Generate only the donor letter; in it, note: “We will be honored to notify the family/honoree if contact information becomes available.”
- Multiple donors or honorees: List all names or use “The [Family Name] Family”; adjust pronouns and plurals.
- Honoree is living (IN HONOR OF): Address the notification note to the honoree, not the family.
- Faith-based context: You may include gentle faith-consistent language only when Religious Context=FAITH-BASED.
- Regional/legal: If you must include a tax statement, keep it brief and consistent with your jurisdiction’s requirements.

Example Mission/Program Impact Details
Good examples (specific, concrete):
- “Your gift will provide 10 hours of music therapy for hospice patients.”
- “This contribution funds five after-school tutoring sessions for local students.”
- “Your donation plants 50 trees in our memorial grove.”

Weak examples (avoid):
- “Supports our mission.”
- “Helps us continue our work.”
- “Makes a difference.”

Sample Output (for style and structure; replace with your details)

1) DONOR THANK-YOU LETTER
Opening: Thank you for your gift IN MEMORY OF Jordan Lee. Your kindness honors Jordan’s life in a meaningful way.
Recognition: We are thinking of you and all who loved Jordan.
Impact: Your gift will provide two weeks of emergency shelter for a family while they secure safe, stable housing.
Notification: A notification has been sent to Alex Lee at 123 Oak Street, Springfield, IL 62704.
Invitation: If you would like us to share a memory or update contact details for the family, please let us know.
Tax: No goods or services were provided in exchange for this gift.
Close: With gratitude, [Signature Block]

2) FAMILY NOTIFICATION NOTE
Notification: We are honored to share that Casey Morgan made a gift IN MEMORY OF Jordan Lee.
Sympathy: Please accept our sincere sympathy and respect for Jordan’s legacy.
Impact: This gift will provide two weeks of emergency shelter for a family in crisis.
Close: With care, [Signature Block]

Output Format (return your final result exactly in this layout)

1. DONOR THANK-YOU LETTER
[Full letter text, 150–200 words]

Email Subject Lines (choose one)
- Option 1: [6–10 words]
- Option 2: [6–10 words]

Envelope/Email Addressee
[Name]
[Org (optional)]
[Street]
[City, State ZIP]
—or—
To: [email address]

2. FAMILY/HONOREE NOTIFICATION NOTE (only if Notify=YES)
[Full letter text, 80–120 words]

Email Subject Lines (choose one)
- Option 1: [6–10 words]
- Option 2: [6–10 words]

Envelope/Email Addressee
[Name]
[Org (optional)]
[Street]
[City, State ZIP]
—or—
To: [email address]

Best Practice Reminder
Aim to send these letters within 24–48 hours of receiving the gift, especially for memorials.

How to Customize

1. Replace all [BRACKETED] fields with your specific information
2. Adjust tone and length as needed for your audience
3. Review and personalize before using

Pro Tips

1. Test this prompt with your preferred AI tool before using in production
2. Always review AI output for accuracy and appropriateness
3. Customize outputs to match your organization’s voice and brand

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