Overview
This article walks you through how to quickly print or email a Giving Statement for an individual donor. You’ll learn how to apply filters, choose a template, and deliver the statement via PDF or email.
Why This Matters
Donors often need access to their giving history for tax or personal record-keeping. Ensuring statements are clear, accurate, and easy to send builds trust and supports transparency.
Pro-Tip: Test Your Giving Statements!
Follow the instructions below to print or email a giving statement to yourself (or a few individuals) as a test. This is a great way to ensure everything appears correctly before sending statements to everyone!
At a Glance
- Statements are accessed from a donor’s Profile Screen under the Giving tab.
- You can apply filters for tax-deductible gifts or all funds.
- Emailing a statement requires an email address on file.
- Donors with permission can download or email their own statements.
- Default templates can be set for donor self-service.
Before You Begin
- Estimated Time to Complete: Less than 5 minutes
- Required Role/Permissions: Access to donor profiles with permission to view Giving tab
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What You’ll Need:
- Donor’s name
- Statement template configured (optional but recommended)
Steps to Email Or Print a Statement
- Look up the donor’s name and go to their profile.
- Click on the Giving tab.
- Click on the Statement link.
- In the popup:
- Choose a Date Range (e.g., Last Calendar Year).
- Select whether to include only Tax Deductible donations or All Funds.
- Click Next.
- From the dropdown, select the desired Giving Statement Template.
- Choose one of the following:
- Download PDF to save or print the statement.
- Email Statement if the donor has a valid email address on file.
- Click Confirm to finalize.
Important Notes
- Only users with email addresses listed in their profile can receive emailed statements.
- If no template is selected, the system will use the default template (if one has been set).
- Permissions must be enabled in the donor’s online account to allow self-access to statements.
Troubleshooting
Issue: “Email Statement” button is grayed out
Solution: Confirm the donor has a valid email address in their profile.
Issue: Downloaded statement doesn’t reflect recent donations
Solution: Double-check the selected date range and filters. Try regenerating the statement.
Issue: Wrong template used
Solution: Ensure the correct template is selected before clicking Confirm. You can preview the PDF before emailing.
FAQs
Q: Can donors access their own statements?
A: Yes, if their online account permissions allow it and a default statement template has been set.
Q: What if I don’t see the Statement option?
A: Make sure you’re in the donor’s Giving tab and that they have giving history in the selected date range.
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