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Donation Summary Letters

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Donors can access year end summary letters that include a list of all that donor's transactions for a given year.

Summary Letter Details

There is one summary letter available for each year the donor transacted through any campaign in the organization. Transactions include donations, registrations, and ticket purchases.

Summary letters are available to donors to download in their User Profile, in the Payments tab. Additionally, administrators can access each donor's summary letter from the donor record in the Admin, under People > Donors. There is one letter available per year that the donor transacted with the organization.

Summary letters are available in PDF format and include:

  • The organization's name
  • An editable message
    • The message is editable in the Admin on the Organization level, under Forms > Customize > Various - Donation Summary Letter Message.
  • A list of transactions made within a given year
  • Transaction totals

Accessing the Summary Letter

Donors can access the summary letter in their User Profile, under the Payments > Transactions tab. Organizations can disable this feature in the Admin, under Forms > Donation Settings > Summary Letter.

Download_Summary_Letter.pngSummary_Letter.png

Emailing the Summary Letter

Administrators can send summary letters attached to emails they send to donors. To enable this feature, please contact us.

Summary letter can either be attached in an email sent to all donors in the organization (or all recurring donors in the organization), or when sending an Admin email to individual donors.

To send summary letters to all donors in the organization, follow these steps:

  1. Log into the Admin
  2. Navigate to any campaign
  3. Click Email, then click the red "Compose" button in the top right
  4. Click "Choose Class of Recipients"
  5. Select either all donors on org or all recurring donors on org
  6. Continue to compose the email and schedule or send as usual

To attach a summary letter to an individual email, follow these steps:

  1. Log into the Admin
  2. Navigate to the campaign from which to send the email (the email recipient should be a donor within that campaign)
  3. Click Email, then click the red "Compose" button in the top right
  4. Click "Choose Individual Recipients"
  5. Select the recipient to whom to send the email with summary letter
  6. Continue to compose the email and schedule or send as usual

 

Other Details

Here are some other details associated with this feature:

  • Transactions excluded from the summary letter:
    • Pledges, Endurance Pledges, Donation Matches. In all these cases, the associated credit transaction is listed in the summary letter instead.
    • DAF Distributions: both the distribution record and the associated credit transaction are excluded.
  • To be used in the summary letter editable message are two unique liquid placeholders:
    • {{Summary_Letter.Year}}, which returns the year of a given summary letter.
    • {{Summary_Letter.Total_Eligible_Amount}}, which returns the total tax deductible amount for the relevant year.
  • Tax deductible amounts are clearly delineated in the transactions list. Here's the breakdown:
    • Donations are 100% tax deductible, including any fees the donor opts to cover
    • Registrations are not tax deductible
    • Donations that are made along with registrations are tax deductible
    • Ticket purchases pull tax deductible amount from the ticket field of the same name
  • It is possible to filter the list of transactions included in the summary letter (and the consequent totals) to specified custom categories. To add a custom filter to the summary letter, please contact support. Some examples include:
    • Only recurring transactions
    • Only non-recurring transactions
    • Only transactions greater than $x
  • If the transactions list includes multiple currencies, currency key is listed alongside the amounts, and totals are omitted from the bottom of the list. Additionally, it is not advised to use the {{Summary_Letter.Total_Eligible_Amount}} placeholder if multiple currencies are expected, as the single total is not able to display the tax deductible amount across multiple currencies accurately.