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Thank You Emails for Item Donors

Thank you emails are a great way to show appreciation to your auction item donors. This feature lets you add donor details, draft personalized emails with dynamic content, and send them all at once, saving you time while building strong donor relationships.

Tip: To send thank-you letters, donors must first be added to the system and linked to items. Take a look at this article for setup:

Item Management: How to Add Item Donors in ClickBid 

📧 Emailing Your Donors (Available with Full Suite License)

  1. Go to Bidders.

  2. Click Email Bidders.

  3. Go to Compose An Email
  4. Enter Email Subject
  5. From the filter dropdown, select Item Donors.
  6. A popup will display to tell you what short codes can be used with this email.


    Note that ONLY these short codes will be compatible.

  7. Click OK 
  8. In the Message Body, compose your thank-you email.
  9. 3 options for sending the email
    1. Send Email Now - if you are ready to send the email use this button.
    2. Save to Composed Emails- if you would like to send the email at a later date use this option. You will need to add a Desired Send Time. 
    3. Save to Composed Emails using Auto Send. This option allows you to create the email and have it send automatically at a later date. 

Drafting Your Thank You Email

  • Use these shortcodes to personalize your message:

    • [f] = Donor’s First Name (from Donor Name)

    • [l] = Donor’s Last Name (from Display Name)

    • [items] = Bulleted list of donated items with FMVs

Sample Thank You Message

 
[f] [l],

On behalf of our organization, it is my pleasure to thank you for your donation to our silent auction. With your assistance, we are hoping to raise $100,000 for our programs. Your contribution will help us achieve our goal. We are very grateful.

[items]

Use this receipt for tax write-off purposes. ORGANIZATION is a registered 501(c)(3) charity. #12-3456789

Most sincerely,
Your Name
Position
Organization

📬 Example of Received Email

💡 Tips 

The [items] shortcode lists all the donated items and their fair market values for each donor.

Use shortcodes to save time and personalize every email automatically.

Make sure donor emails are entered correctly to avoid delivery issues.