ABCs: Annual Blessing of Charitable receipts - Part 1, Donor info
Happy New Year!
For many charities and churches, it’s time to close off the previous year and then issue charitable tax receipts. Here is an opportunity to bless your donors!
People *actually open* the receipt letter, or the email. They are paying attention! Please, please, please seize this opportunity to include a thank-you letter! The only exception I can think of would be if your church or charity doesn’t care whether this donor gives again or not.
If you don’t care whether the donor gives again or not, then there’s no need to include a thank-you letter with the receipt.
I recall sending out on annual receipts for a client using high-end software. I identified an especially generous group of donors. I asked my supervisor if they would like to add a thank-you letter with these receipts. A team was busy working on a logo for a new program and did not want to take the time to write letters. I still cringe at the memory.
This blog begins a three-part series on turning the chore of annual receipts into a blessing. The goal is both accurate and grateful communication.
Part One: Getting donor information correct
It’s easier to fix donor data before you send out receipts than it is to re-issue receipts. It’s also courteous and respectful to get people’s names right.
There’s wonderful software to help manage gifts, track donors and issue receipts. I recently watched a webinar from CanadaHelps on their new software. I like DonorPerfect for small charities and there are many other options. I know that many charities still run with Excel.
Regardless of how you store information, it is essential to get donor’s names, addresses, email address and phone numbers correct.
Where to start?
Don’t try to fix your entire database at once! Begin with:
Board members - if board members aren’t getting receipts, that’s a different issue. The most effective boards are fully engaged.
Monthly donors - if in doubt, reach out.
Repeat donors - donors who have given more than once.and who have given within the past year
I recommend printing out a list - in large print - of active donors. Ask staff and volunteers to vet the list. Who has moved? Is it really Mr. & Mrs. Fernandez, or should it be Julia Jones & Anthony Fernandez? There are likely duplicate donors in your database which need to be consolidated. It’s much easier to do that first, before you issue multiple receipts which then need to be corrected.
Removing the dearly departed from mailing lists
It’s painful to receive mail addressed to a deceased family member. You’ll need to send a receipt, but you want to ensure they don’t continue to get mail. Google the name to find online obituaries, ask around, do everything in your power to avoid sending appeal letters to people who have passed on. Think of this as ministry to the bereaved.
When you are updating the donor information, if William has passed away, record his name elsewhere on Mary’s record so you remember the relationship. Keep careful records of in memoriam gifts.
All of this donor record-keeping can happen right away, before the books are closed and before the thank-you letter is written. And it will be helpful all year, not just at receipt time.
Coming next:
Part 2: Do’s and Don’ts for correct receipting
Part 3: Thank you letters with annual receipts
Thanks for reading this far! If you’re interested, here’s my answer to the question: “Lori, how’s that book going?”