Ever heard of “deaccession”? It means a museum or library is removing an item from its collection. Sometimes, goodbyes are necessary. That’s where a “Sample Letter to Notify Donor of Deaccession” comes in. It’s a formal way to tell a donor that their previously gifted item is being removed. Think of it as a delicate, but required, notification.
Need to write such a letter? Don’t sweat it. This article is your resource. We provide templates, examples, and samples right here.
Our samples make the process easier. We want to help you draft the perfect letter. Start exploring our resources below!
Sample Letter To Notify Donor Of Deaccession
[Your Organization’s Letterhead]
[Date]
[Donor Name]
[Donor Address]
[Donor City, State, Zip Code]
Dear [Donor Name],
We are writing to inform you about a decision concerning [Object Name], which you generously donated to [Your Organization’s Name] on [Date of Donation/Accession Date].
Following a recent review of our collection and in accordance with our deaccessioning policy, we have made the difficult decision to deaccession [Object Name]. Deaccessioning is the process of permanently removing an object from a museum’s collection.
This decision was made after careful consideration and in accordance with the guidelines established by the American Alliance of Museums. The reasons for deaccessioning [Object Name] include [Specific Reason – e.g., redundancy within the collection, object’s condition, lack of relevance to the museum’s mission, legal or ethical considerations].
The proceeds from the sale of [Object Name] will be used to [Specific Use of Funds – e.g., acquire new artwork, support conservation efforts, enhance educational programs]. This use aligns with our mission to [State Part of Your Organization’s Mission] and will allow us to better serve our community.
We understand that you may have questions or concerns regarding this decision. We value your past support and would be happy to discuss this matter further with you. Please feel free to contact [Name] at [Phone Number] or [Email Address] to schedule a conversation.
Thank you once again for your generosity and your ongoing commitment to [Your Organization’s Name].
Sincerely,
[Your Name]
How to Write Sample Letter To Notify Donor Of Deaccession
Subject Line: Clarity is Key
- Use a straightforward subject line like: “Notification of Deaccession – [Object Name]” or “Regarding the Deaccession of [Object Name] – [Donor Name]”.
- Avoid ambiguity. The donor should immediately understand the letter’s purpose.
- Brevity is paramount; prune unnecessary words.
Salutation: Acknowledge the Relationship
- Begin with a formal salutation if the donation was some time ago, e.g., “Dear Mr./Ms./Dr. [Donor Last Name]”.
- If you have a closer rapport, a more affable “Dear [Donor First Name]” might be appropriate.
- Err on the side of formality unless you are certain of the donor’s preference.
Introduction: State the Purpose Forthrightly
- Clearly state the purpose of the letter in the first paragraph. For instance: “We are writing to inform you of the planned deaccession of [Object Name], which you generously donated to [Organization Name] on [Date of Donation].”
- Be direct and avoid euphemisms. Transparency is crucial.
- Acknowledge their past generosity. For example: “We deeply appreciate your past beneficence and the significant contribution you made to our collection.”
Body Paragraphs: Explain the Rationale
- Provide a lucid explanation of why the deaccession is occurring. Common reasons include:
- The object is outside the scope of the institution’s current mission.
- The object is redundant within the collection.
- The object is in poor condition and conservation is infeasible.
- The proceeds from the sale will be used to acquire more germane items or to support the institution’s core functions.
- Use tactful language. Frame the decision as being in the best interest of the institution and its mission.
- If applicable, mention any institutional policies regarding deaccessioning that support the decision.
- Offer further information if needed, such as appraised value or the intended method of disposal (e.g., public auction, private sale).
Offer of Reacquisition (If Applicable): A Gesture of Goodwill
- Depending on your institution’s policy and the circumstances, consider offering the donor the first right of refusal to reacquire the object.
- State this offer clearly: “We would like to offer you the opportunity to reacquire [Object Name] at its appraised value, should you be interested.”
- Set a reasonable deadline for their response.
- Clarify the terms of reacquisition, including payment methods and transfer logistics.
Concluding Paragraph: Reiterate Gratitude and Offer Further Dialogue
- Reiterate your appreciation for the donor’s past support: “Once again, we extend our sincere gratitude for your past generosity and commitment to [Organization Name].”
- Offer to answer any questions or provide further clarification: “Please do not hesitate to contact us if you have any questions or require additional information regarding this matter.”
- Provide contact information (phone number, email address) for a specific individual.
Closing: Maintain Professionalism
- Use a formal closing, such as “Sincerely,” or “Respectfully,”.
- Followed by your name and title within the organization.
- Ensure the letter is signed by an appropriate authority figure, such as the museum director or curator.
Frequently Asked Questions: Notifying Donors of Deaccession
This section provides answers to common questions regarding notifying donors about the deaccession of items they previously donated. Understanding donor communication is crucial for maintaining positive relationships and upholding ethical standards.
Why is it important to notify a donor about a deaccession?
Notifying a donor is essential for transparency, maintaining trust, and respecting the donor’s original intent in making the gift. It demonstrates good stewardship of donations and can help avoid potential misunderstandings or negative perceptions.
When should a donor be notified of a deaccession?
Ideally, a donor should be notified well in advance of the deaccession taking place, allowing them time to ask questions or express concerns. Consulting with legal counsel is recommended to ensure compliance with applicable laws and institutional policies.
What information should be included in the notification letter?
The letter should clearly state the item being deaccessioned, the reason for deaccession, and the intended use of proceeds from the sale, if applicable. Expressing gratitude for the original donation is also important.
What if the donor is deceased or cannot be located?
If the donor is deceased, contact their estate or family if possible. If the donor or their representatives cannot be located, document all attempts to do so and proceed according to institutional policy and legal requirements.
Are there any legal considerations when deaccessioning donated items?
Yes, deaccessioning may be subject to legal restrictions, particularly if the donation agreement included specific conditions. Consulting with legal counsel is essential to ensure compliance with relevant laws and regulations.
Related:
Sample Letter To Children In Safe Houses
Sample Letter To Clients From Real Estate Assistant
Sample Letter To Clients About Closing A Business
