Giving Statement Success Tips

Overview

This article provides best practices for preparing contribution statements in your Church Management System (ChMS). By following these tips, you can reduce errors, save time, and strengthen relationships with your donors.

Note: Need a step-by-step guide? See our Year-End Giving Statement Checklist for instructions to prepare, customize, and ensure your year-end contribution statements are accurate and professional.

At a Glance

• Wait until mid-January to allow bank transactions to clear
• Verify each fund’s tax-deductible status
• Test statements with a sample batch before sending
• Add a clear message of thanks for donors

Why Giving Statement Tips Matter

Contribution statements are more than compliance documents. They are a direct touchpoint with donors — a chance to show gratitude, reinforce trust, and communicate clearly. A few small adjustments can make a big impact on how donors perceive your organization.

Tips for Success

1. Work Ahead

   • While statements should not be sent until at least one week into January, much of the preparation can be completed in December. This helps avoid the last-minute rush, since the final weeks of January are often the busiest of the year.

2. Give Bank Transactions Time to Clear

   • Wait at least a week into the new year before sending statements. This allows deposited checks and online ACH transactions to fully clear, and any insufficient fund issues to appear. Doing so prevents donor confusion and unnecessary follow-up calls.

3. Check Your Funds

   • Confirm that each contribution fund is correctly marked as tax-deductible or non-deductible.
     • Go to the Gear Icon > General Settings > Giving > Giving Options and Funds.
     • Review the Tax-Deductible column for each fund.
     • Click the gear for any category to adjust its status.

4. Customize Your Giving Letter

   • Review your Contribution Statement layout and customize as needed.
     • Use merge fields to personalize details such as names, addresses, or notes.
     • Keep the design clear and professional.
     • For additional guidance, see Customize Your Giving Statement.

5. Resolve Sync Errors

   • If your organization uses Giving software, some donations may not import correctly (often when multiple people share the same email).
   • ➡️ Learn more in How to Resolve Sync Errors.

6. Go Paperless

   • Emailing statements saves time, postage, and paper. Encourage donors to receive their statements electronically or download them directly online.
   • ➡️ For details, see Emailing Giving Statements.

7. Measure Twice, Cut Once

   • Run a test batch before sending statements to all donors.
     • Spot-check several statements for accuracy.
     • Test the full process if you’ve updated layouts or are emailing for the first time.
     • Spot-check again during larger runs to catch potential issues.

8. Thank Your Donors

   • Contribution statements are also an opportunity to express gratitude. These are gifts, not payments — a reflection of your congregation’s belief in your mission. Consider adding:
     • A personal thank-you message
     • A scripture verse or inspirational note
     • Ministry updates showing the impact of giving
       
       Pro-Tip: For sample wording, see Before You Send Your Statements, Make a Statement!

FAQ

Can statements be sent earlier than January?

No. Sending too early risks missing transactions that haven’t cleared. Wait at least one week into the new year.
 

Do I need to send statements to all donors?

IRS requirements apply to gifts of $250 or more, but many organizations send statements to all donors as both a record and a thank-you.

Updated January 09, 2026 22:06