How to Write a Stewardship Letter with Examples

Stewardship letters play a vital role in fostering lasting relationships between organizations and their donors. Whether you're part of a church or any other type of organization that depends on donors, understanding how to craft an effective stewardship letter is crucial.

This article will guide you through the nuances of writing sincere, impactful stewardship letters that not only express gratitude but also communicate the tangible impact of donations.

We'll explore the fundamental components of a stewardship letter, provide you with practical tips, and offer examples to help you write letters that resonate with your donors and encourage continued support.

Benefits Of Writing A Stewardship Letter

Why should you write a stewardship letter in the first place? There are a number of key reasons to do it.

Give Glory To God

A stewardship letter is an excellent opportunity to give glory to God. It’s an opportunity to thank donors for their support and acknowledge that it's through God’s grace that their contributions have made an impact.

In Psalm 50:12, God declares, “If I were hungry, I would not tell you, for the world is mine and all that is in it.” As stewards of God’s resources, it's important to acknowledge His sovereignty and give thanks for His provision through the generosity of donors.

Express Gratitude

Tithes and offerings are the lifeblood of any church, and expressing gratitude is crucial in nurturing continued giving from donors. A stewardship letter provides a platform to sincerely thank donors for their contributions.

We see the example of the Apostle Paul expressing gratitude to donors in his letter to the Philippians: “I thank my God every time I remember you. In all my prayers for all of you, I always pray with joy because of your partnership in the gospel from the first day until now” (Philippians 1:3-5).

Communicate Impact

Stewardship letters also give you the opportunity to communicate the impact of donors' contributions. This is important because it helps donors understand how their giving has made a difference and motivates them to continue supporting your cause.

You can use specific examples, statistics, and personal stories to show the impact of donations. This not only keeps donors informed but also makes them feel like they are an integral part of the work being done.

In Philippians 4:18, we see Paul telling the Philippians how their gifts personally impacted him: "I have received full payment and have more than enough. I am amply supplied, now that I have received from Epaphroditus the gifts you sent. They are a fragrant offering, an acceptable sacrifice, pleasing to God."

Nurture Relationships

Stewardship letters also serve as a way to nurture relationships with donors. It's important to acknowledge and appreciate their generosity, but it's equally important to continue building a connection with them.

You can use stewardship letters to update donors on the progress of projects, invite them to events, and even ask for their feedback and suggestions. This helps create a sense of community and partnership between donors and your organization.

In 1 Thessalonians 2:8, Paul writes to the church in Thessalonica: “We loved you so much that we were delighted to share with you not only the gospel of God but our lives as well.” This verse shows the importance of building relationships with donors beyond just their contributions.

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A Step-By-Step Guide To Writing A Stewardship Letter

Now let's look at the specific steps involved in writing a stewardship letter.

Step 1: Address Your Stewardship Letter Correctly

Let's start with the most basic step in a stewardship letter: properly addressing the letter. Imagine that you receive a church stewardship letter with your name spelled incorrectly. How would you feel? It's important to make sure that the letter is addressed correctly to avoid any negative impressions.

When addressing a stewardship letter, follow these guidelines:

• Use the recipient's full name: Avoid using nicknames or abbreviations.
  
  
• Double-check the spelling of their name: Make sure to spell their name correctly.
  
  
• Include proper titles: If the recipient has a title, such as "Dr." or "Rev.", make sure to include it.
  
  
• Avoid using generic salutations: Instead of starting with "Dear Church Member" or "To Whom It May Concern", try to personalize your letter by addressing the recipient by name.

Step 2: Start With A Personal Greeting

After addressing the letter correctly, it's important to start your stewardship letter with a warm and personal greeting. This will help establish a connection with the recipient and make them feel like they are being addressed directly.

Remember, you want recipients of your letter to feel like they are getting a personalized letter and not some generic form letter.

Here are some examples of personal greetings you can use:

• "Greetings in Christ"
• "Dear [Recipient's Name]"
• "Grace and peace to you"
• "Hello, [Recipient's Name]"

Step 3: Introduce Your Purpose

Next, it's important to clearly state the purpose of your stewardship letter. This will help the recipient understand why they are receiving this letter and what you hope to achieve by it. Because this is your opening statement, you want it to draw readers in and compel them to keep reading.

In your introductory paragraph, you may want to:

• Express gratitude for their previous donations  or involvement in the church
• Share a brief personal note of how their contributions have made a difference
• State your current fundraising goal and how their support can help reach it.

For example:

"I wanted to take a moment to express my sincere gratitude for your continuous support of our church. Your generous donations have helped us make a positive impact on countless lives and further our mission of spreading God's love.

As we continue to grow and expand our outreach efforts, your support becomes even more crucial. With that in mind, I am writing to ask for your help in reaching our current fundraising goal of [insert amount here]. Every contribution counts and we would be grateful for any support you can provide."

Step 4: Share Your Vision

After introducing your purpose, it's important to share your vision for the future and how the recipient's support can help make it a reality. This will help create a sense of excitement and urgency for your cause.

Here are some suggestions for sharing your vision:

• Highlight specific projects or initiatives that their donations will fund
• Share statistics or personal stories that illustrate the impact of their contributions
• Mention any upcoming events or campaigns that the recipient can participate in to support your cause.

For example:

"One of our main goals for this year is to expand our youth outreach program. With your support, we will be able to provide more resources and opportunities for the young members of our community, helping them grow in their faith and become positive role models for others.

In addition, we have an upcoming fundraising event on [insert date] that we would love for you to be a part of. Not only will it be a fun and meaningful experience, but every ticket purchase or donation made at the event will directly contribute towards our goal."

By sharing your vision and inviting the recipient to be a part of it, you are making a compelling case for their support and showing them the impact they can make.

In this section, make a concerted effort to speak to the individuals receiving the letter, and not just the congregation as a big group. Use personal pronouns like "you" and "your" to make the recipient feel directly involved and valued in your cause.

Remember, people are more likely to support a cause when they feel personally connected to it, so take this opportunity to build that connection with your readers. Don't hold back from sharing your passion for your cause – it's contagious and will inspire others to join in on your mission.

In addition, don't be afraid to get creative with how you share your vision. This could include using visuals such as photos or videos, quotes from individuals who have been impacted by your cause, or personal anecdotes of how your organization has made a difference in the community.

Overall, the key is to make the recipient feel like they are a valued and integral part of your cause. By sharing specific ways they can get involved and showcasing the impact their support can make, you are motivating them to take action and join in on your mission.

Step 5: Clearly Lay Out The Church's Financial Status

It's also important to be transparent about the financial status of your church or organization. This helps build trust with potential donors and shows them that their contributions will be put to good use.

In this section, provide a breakdown of your current financial situation, including any ongoing projects or initiatives that require funding. Be honest about any challenges you may be facing, but also highlight any successful fundraising efforts or partnerships that have helped sustain your organization.

By clearly laying out your financial status, you are showing accountability and giving potential donors a sense of how their donations are being stewarded.

Step 6: Have A Clear Call-To-Action (CTA)

The next step in writing a stewardship letter is having a clear call to action. This is where you ask for specific support or action from the recipient.

Make it easy for your readers to understand how they can help. This could be through making a donation, volunteering their time and skills, or spreading the word about your organization.

Be sure to provide clear instructions on how to take action, such as including a link to your online donation page or providing contact information for volunteer opportunities.

Remember to express gratitude for any support, whether big or small. This will show your appreciation for the recipient's time and consideration in reading your letter.

Step 7: Connect The Request To The Church Mission And Vision

Tie in the request for support with your church's mission and vision. This will help donors understand how their contributions align with your organization's goals and values.

Share specific examples of how donations have directly impacted individuals or communities through your church's work. This not only shows the impact of their support but also helps to build a personal connection with potential donors.

Additionally, highlight any upcoming events or initiatives that align with your church's mission and may be of interest to donors. This can encourage them to get involved and support your organization in a meaningful way.

Step 8: Closing

In the final section of your stewardship letter, express gratitude once again for the recipient's time and support. Reiterate the impact of their contributions and the importance of their continued support.

Include any relevant next steps, such as upcoming deadlines for donations or volunteer opportunities. Also, be sure to provide contact information for further inquiries or follow-up.

Thank the recipient once more and sign off with a warm and sincere closing, such as "Blessings" or "In gratitude." This personal touch helps to make your letter feel more authentic and sincere.

Finally, include a personal signature from whoever is sending the letter, such as the pastor or a representative from your church's stewardship committee.

Example Of A Stewardship Letter

Use the below letter as a template for writing your own stewardship letter. Customize it to the specific needs, goals, and values of your church organization.

--

Dear [Donor's Name],

We are so grateful for your continued support and generosity towards [Church Name]. Your contributions have made a significant impact on our community and have helped us further our mission of [insert mission statement].

As we reflect on the past year, we are reminded of all the ways in which your support has made a difference. Your donations have allowed us to provide essential services to those in need, such as [list specific examples]. Additionally, your generosity has helped us fund several outreach initiatives, including [insert events/initiatives].

In the past year, congregation members have donated an incredible $[XX,XXX] to [Church Name]. This has allowed us to fulfill our mission in ways we simply couldn’t without your support. 

We are always humbled by the unwavering support from donors like you who share our passion for serving others. Your contributions not only provide financial support but also serve as a reminder of the power of community and the importance of giving.

Looking to the future, we have several exciting projects in the works that we are eager to share with you. Specifically, we are eager to pursue:

• [Initiative 1]
• [Initiative 2]
• [Initiative 3]

As we approach the end of the year, we ask you to consider making a donation to our cause. Every contribution, no matter the amount, makes a difference and is greatly appreciated.

You can give in the following ways:

• [Giving Option 1]
• [Giving Option 2]
• [Giving Option 3]
• [Giving Option 4]

Again, we are incredibly grateful for any support you can provide. Our goal is to steward our resources for maximum impact. If you have any questions, you can contact us at [Contact Info 1] or [Contact Info 2].

We pray God's greatest blessings on you.

Sincerely,

[Church Leader Name]