4aGoodCause clients can generate and send annual giving statements to donors. An annual giving statement is a summary of that donor's giving to your nonprofit in a calendar year. It is useful to a donor for tax reporting purposes and provides an opportunity for the nonprofit to thank the donor for their year-long support. 

Should you wish to send an annual giving statement to a donor follow these steps and best practices. 

Preparing to Generate Annual Giving Statements 

The content for the statement is pulled from various places in 4aGoodCause so you'll want to make sure that that content is correct in your account.  

1. Make sure to update your business information, specifically your organization name, EIN, address, and logo. This will be used to identify your organization on the statement. 

2. An annual giving statement will show the donor the tax deductibility of their support. If you know that the donor has a transaction that is not wholly tax-deductible, note this on the transaction record. 

3. Configure the email address that annual statements should come from.

4. The donor's physical address will be output on the statement. Make sure your donor has a complete address on their contact record. 

5. If you are trying to find donors that may need an annual statement use the Contacts search filter "Has Transactions in Year". The search filters "Received a Statement for Year" and "Has Not Received a Statement for Year" are also helpful in identifying contacts that may or may not need a statement. 

6. By default donors will be addressed by the First Name listed on their Contact record. If you know of a donor that prefers to be addressed in a different manner (Example - Bob or Mr. Robert Smith instead of Robert) you can edit the Preferred Name field on their Contact record. This will then always automatically replace the First Name in any statement for that donor.

Format of the Annual Giving Statement

A statement outputs with the following components in an easy-to-read 14 pt font.

View a sample statement

[Logo]

[Today's Date]

[Donor Name and Address]

Dear [First Name],

[Thank you for your support message]

[Record of each transaction made that year]

[Calculation of Total Contributions and Total Tax Deductible Contributions]

[Statement of tax deductibility]

[Footer with your nonprofit's mailing address] 

How to Send an Annual Giving Statement via Email

  1. Login to https://4agc.com as a Nonprofit User.
  2. Click on Contacts on the left menu. 
  3. You will be presented with a list of your contacts.
  4. Click the row of the contact you need to generate a statement for.
  5. Click the Send Statement button. 
  6. Select Email.  
  7. The donor's email address will load into the form. Leave this as is to send the statement to this email.  You can change this to send yourself a copy or send the statement to an alternate email.
  8. Select the Year you want to send an annual giving statement for. The drop-down will only show the years that this donor has transactions in amounts greater than zero. 
  9. Click the Send Statement button.
  10. A note is automatically added to the contact record indicating the contact was sent a statement. 

The donor will receive and short, thankful email with a link to download their PDF statement.

How to Download an Annual Giving Statement

  1. Login to https://4agc.com as a Nonprofit User.
  2. Click on Contacts on the left menu. 
  3. You will be presented with a list of your contacts.
  4. Click the row of the contact you need to generate a statement for.
  5. Click the Send Statement button. 
  6. Select Download Statement.  
  7. The statement will appear in a new tab. The statement will be output as a PDF file. You can print this letter or download it. 
  8. A note is automatically added to the contact record indicating a statement was downloaded for the contact.