Your silent auction has wrapped up, the bids are in, and now it’s time to let the lucky winners know. But what’s the most efficient and professional way to do it, especially if you’re juggling multiple winners and prize types?
At Helping Hand Group, we know that how you communicate with your winning bidders can shape their overall experience and even affect their willingness to support your next event. In this guide, we’ll walk you through the best ways on how to notify winners after a silent auction, what key information to gather in advance and how to manage communications across both live and remote formats.
Quick Overview: Notifying Silent Auction Winners
Here’s a quick rundown to help you notify silent auction winners smoothly:
- Collect contact details during the bidding process.
- Use clear and polite communication to notify winners.
- Notify winners in-person at the event or by email or phone.
- Include payment details, collection instructions and a thank-you message.
- Use a tracking system to monitor responses and payments.
Now, let’s break down each step in more detail.
1. Collect Guest Details Upfront
The easiest way to ensure a smooth post-auction process is to prepare before the event even begins. If using mobile bidding or online platforms, require email and phone details at registration. For paper-based auctions like our Ballot Bidding® system, include space on the bidding form for contact information.
Here’s why it really matters: Without accurate contact details, you may struggle to notify winners, which can delay payments and collections and can impact your fundraising totals.
Helping Hand Group provides tailored bidding solutions that streamline guest registration and data capture for smoother post-event communication.
2. Notify Winners On-Site (If Possible)
If your auction ends during a live event, consider announcing or notifying winners in person. This is especially effective for:
- Gala dinners
- School events
- Community fundraisers
Consider these best approaches:
- Display winning bids on a screen or board at the event.
- Send staff or volunteers to personally notify winners at their table.
- Provide a pick-up station where guests can confirm their winning bids, make payments and collect items.
Tip: Always be discreet with high-value or sensitive items and avoid publicising names unless guests have given prior consent.
3. Follow Up with Email or Phone After the Event
For virtual auctions or events where winners can’t be notified in person, use email or phone to follow up.
Here’s a sample email notification template:
Subject: Congratulations! You’ve Won an Auction Item
Hi [First Name],
Thank you for participating in our recent silent auction. We’re pleased to let you know that you’ve won the following item:
Item: [Item Name]
Winning Bid: $[Amount]
To finalise your payment and arrange collection, please [insert payment instructions or link]. If you have any questions, feel free to get in touch.
Thank you again for your support!
Warm regards,
[Organisation Name]
[Phone Number] | [Email Address]
When making phone calls to notify, here are some helpful tips to keep in mind:
- Be polite and enthusiastic.
- Confirm the item name and bid amount.
- Provide payment or pickup instructions.
- Thank the donor personally for their support.
Phone calls work particularly well for high-value items or VIP donors who may appreciate the personal touch.
4. Include All the Right Information
Regardless of how you notify winners, your message should be clear, professional and complete.
Each notification should include:
- Item name and short description
- Final bid amount
- Payment options (e.g. card, cash, invoice)
- Pickup or delivery details
- Your contact info in case they have questions
5. Manage Payments and Item Collection
Notifying the winner is just the first step. You also need to confirm payments and make sure they receive their item.
For In-Person Events:
- Set up a clear payment and collection station.
- Use EFTPOS machines or take cash for faster processing.
- Have staff assist with packing and handing over items.
For Remote Participants:
- Send payment instructions or invoices with clear due dates.
- Arrange shipping or pickup instructions once payment is confirmed.
Helping Hand Group can manage this entire process for you, including EFTPOS setup, staffing, payment tracking and logistics.
6. Keep Track of Communications
Use a spreadsheet or CRM to track who has been notified, who has paid and who has collected their items. Check out some tracking tips below:
- Include columns for name, contact details, item won, bid amount, date notified, payment status and delivery status.
- Assign one person or team to follow up on any delays or unpaid items.
Keeping detailed records ensures you’re accountable to donors and provides helpful data for future auctions.
7. Always Send a Thank-You Message
This final touch goes a long way in building relationships with donors and bidders. Some post-auction thank you ideas are:
- Send a personalised thank-you email after item collection.
- Include a photo or story of how their funds are being used.
- Add a short survey to gather feedback for your next event.
At Helping Hand Group, we believe donor relationships are built one thoughtful gesture at a time. We help you close every auction with professionalism and appreciation.
Final Thoughts: Don’t Let Notifications Be an Afterthought
How you notify winners after a silent auction directly impacts donor satisfaction and how quickly you collect funds. Whether it’s in person, by email or phone, clear and timely communication ensures a smooth wrap-up and leaves a great impression.
With the right preparation and support, notifying winners becomes a seamless part of your event process.
Let Helping Hand Group Simplify Your Post-Auction Process
Need help managing your silent auction wrap-up? Helping Hand Group can support everything from winner notifications and payment collection to post-event reporting. Call us today on (+61) 2 8338 8755 or visit our Contact Us page to learn more. We’ll help make your next event easier, more successful and stress-free.