When you email giving statements, your donors receive both an email (think of this as a cover letter) and their giving statement attached as a PDF.
Here's an example of what your donors will receive.
Important! We've recently updated the process to email and print giving statements. While this article has been updated to reflect the new process, you can find an overview of the changes here.
Before You Begin:
If you haven't already...
- Customize the email your donors will receive.
- Customize your Giving Statement. (Again, donors will receive this as a PDF attachment.)
- Run a Test to make sure everything appears correctly.
Pro-Tip: A simple way to test your giving statements is to email a statement to yourself or a few individuals. For instructions, see Email an Individual Donor Statement.
Email Your Giving Statements
- Go to Reports → Giving → Detail.
- Apply filters (e.g., Last Year, Date Range) and click Apply.
- Towards the top right, click Export, then select Email Statements.
- Choose a Giving Letter Template (PDF) from the dropdown. (Again, this is the attached Giving Statement.)
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At the bottom of the template selection screen (above), click the Send Emails button. When you do, you'll see this confirmation message.
Note: Once you click send emails, your giving statements are entered into our system queue and will be processed behind the scenes. Feel free to work on other tasks. Your work won't slow down or interrupt processing 😊 -
Once your emailed giving statements have been processed and sent, you'll receive a confirmation email at your primary email address and an in-app Notification
(the bell icon at the top right of the header). Examples of each are below.
Email Notification:Note: Clicking View Statements opens the in-app Notification (below).In-App Notification:
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If any donors do not have an email address, the in-app Notification provides links to mailable Giving Statements and Labels for these individuals (PDF format). Click the links (above) to download and mail giving statements to donors without an email address.
Important: When printing giving statement labels, use Avery 5160 label sheets.
Important Reminders
Under Settings > Giving ...
- The Giving Letter Email Template controls only the email body.
- The Giving Letter Template is the PDF statement attached to the email.
- When a family's giving is grouped together, both the primary contact and the spouse will receive an email.
Troubleshooting
Placeholders aren't populating.
Confirm that you typed them correctly in the editor. To populate, placeholders must be an exact match, including all CAPS, and must be prefaced by the @ symbol.
A Donor Didn't Receive an Email Statement
If a donor reports not receiving an email, confirm you have the correct email address and retry. Typically, it's easiest to resend one by one. For instructions, see Email an Individual Donor Statement.
FAQs
Q: Can I preview the email before sending?
A: Yes. We suggest emailing a giving statement to yourself to ensure everything looks correct. For instructions, see Email an Individual Donor Statement.
Q: Can I check if any emails failed?
A: Not at this point. Because of the software's current unique requirements to email contribution statements, we cannot display email statistics, unlike Mass Contact emails. We hope to add this helpful feature in the future.
Q: Can I email statements without a PDF attachment?
A: No. The Giving Letter Template (PDF) is always attached when emailing statements.
Q: How long does emailing statements take?
A: The send time can be lengthy based on the number of donors and the current traffic in our sending queue. Please don't worry, our system will continue processing your statements until they're all sent, and you'll receive a confirmation email and in-app notification once complete.
Q: What happens if a donor doesn’t have an email address?
A: They will not receive an emailed statement. After emailing statements, the in-app Confirmation Notification provides links to download both labels and statements for any individuals without an email address.
Q: Can I edit the attached PDF Giving Statement?
A: Yes, update the Giving Letter Template under Settings → Giving → Giving Letter Template.
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