You don't need a glossy brochure. You need one true story and one clear ask, on a page people can read standing at the mailbox.
Mail it the first week of November
Mailed then, your letter lands before GivingTuesday, which GivingTuesday.org has set for December 1, 2026, and it still has all of December to work. For taxes, gifts count in the year they're made, so December 31 is the last day for 2026. And the IRS says a check counts on the date it's mailed (Publication 526), so a check written on New Year's Eve and dropped in the mail still counts for this year.
Work backward from the mailing date. If a printer or a board member's signature is involved, add two extra weeks to the schedule. You'll need them.
Lead with one person
Open with someone your work helped this year, and tell what changed for them. A grandmother who got her heat back on in time for her grandkids' visit. A teenager who read a whole chapter book out loud for the first time.
Ask permission before you share anyone's story, and change names and details when privacy matters. If you can't share a story, share a moment you saw yourself: the line out the door on the first cold Saturday, or a volunteer who stayed late to finish.
Make one clear ask
Pick one amount and say what it does, in words a neighbor would use: "Your gift keeps the pantry open one more Saturday." Make sure it's true for your organization, and check the math with whoever keeps your books. One amount is easier to say yes to than a whole menu.
Then make giving easy: a reply envelope, a short web address, and a phone number for people who'd rather call. Test the web address on your own phone before it goes to print.
Keep it to one page
Short paragraphs, in type big enough to read without hunting for glasses. Sign it by hand if you can, even just a few. Use the P.S. to repeat the ask in one line, with the date that matters: "Your gift by December 31 counts for 2026."
Send it to the right people
Everyone who gave this year or last. Volunteers and their families. Your board. People who came to an event. Leave out anyone who asked not to hear from you, and check your list for people who have moved or passed away. That one check saves a lot of heartache.
Plan the thank-you now
Write your thank-you note before the first gift arrives, so it can go out within days. For any single gift of $250 or more, the donor needs a written acknowledgment from you to claim the deduction (IRS Publication 1771). It names your organization, the amount, and whether you gave anything in return. Our January guide, Send last year's giving statements, walks through the details.
Keep reading
- Email campaign ideas to boost year-end fundraising (opens in a new tab), from AYNI
- Nonprofit impact story template (opens in a new tab), from AYNI
This guide is general information, not tax advice.
Sources
- GivingTuesday.org (GivingTuesday is December 1, 2026) (opens in a new tab)
- IRS Publication 526, "When To Deduct" (opens in a new tab)
- IRS Publication 1771, Charitable Contributions, Substantiation and Disclosure Requirements (opens in a new tab)
Updated October 9, 2026