FundRaiser Blog

We’re into the end of the year giving season when many organizations are sending out appeal letters. This is a busy time for many nonprofits between Thanksgiving, Giving Tuesday, and then Christmas and last minute donations before the New Year rolls around. Yet, it’s important to give as much thought, if not more, to the appeal letters you send during this time of year. Your donors will most likely receive more of them and each one has to stand out.

Here are three tips to get you started.

It's time to produce Tax Summary letters (also called End of Year letters) again. They are usually sent in January after the last donation for the year is in. To help you breeze through this process, here's a coherent plan of attack for FundRaiser users.

Step One

First, start by deciding how you want to list the donations in your letter. Two merge functions found in the FundRaiser word processor are used specifically for this type of letter.

What is an End of Year letter? Usually it is one of two things:

• a letter which contains a summary of all donations that a donor has made to your organization in the past year. This is sent in January, to help donors with their taxes.
• an appeal letter which is sent in November and December to solicit donations.

This article will go more in depth about tax summary letters. You might be surprised at the return you get from this simple and helpful correspondence.

Now that January is coming to a close and end of year letters have been printed and mailed, it’s time to think about other ways in which you can prepare for the upcoming year. Performing some general maintenance tasks will help keep your FundRaiser running smoothly and your donor management process easy.

First, think about the letters you send. With the change in the calendar, you can update the accomplishments or perhaps highlight special stories from the previous year that would resonate with your donors. Updating the letters with new codes will help staff and volunteers alike use the correct letter. And don’t forget to mark your old letters inactive to keep them from being repeated.

Now is the time to start thinking about what information you need for your End of Year letters for tax season.  Start with a few simple decisions and complete your data entry for 2015 in order for the process to go smoothly. Questions to answer are

• Will you send out letters to all donors, just to donors who will be required by the IRS to have written proof of their donations, or skip sending them altogether?
• Do you want to include a fundraising appeal with the tax summary letter? 

What is a tax summary letter?

Tax Summary letters, often called End of Year letters, give donors information on what they have donated to your organization that year. These statements differ from the holiday appeal, in that they are sent after the holidays. Their primary intention is to give information to the donor for taxes; however it is not uncommon to combine them with another appeal.

One of the things I receive questions on as I’m hosting training classes is email through FundRaiser. How does the program know that someone can get emails? What can be sent via email? Is there a copy? The convenience of email, not to mention the cost savings, makes it appealing to use. So let’s talk about emailing within FundRaiser.

For each record within FundRaiser you have complete control over the communications preferences. If someone prefers email—and many people do these days—then the customer’s record can be set to email only. Additionally, with each correspondence that is sent, you can choose if it will be sent through the postal mail or via email where appropriate.

Now that January is coming to a close and end of year letters have been printed and mailed, it’s time to think about other ways in which you can prepare for the upcoming year. Performing some general maintenance tasks will help keep your FundRaiser running smoothly and your donor management process easy.

First, think about the letters you send. With the change in the calendar, you can update the accomplishments or perhaps highlight special stories from the previous year that would resonate with your donors. Updating the letters with new codes will help staff and volunteers alike use the correct letter. And don’t forget to mark your old letters inactive to keep them from being repeated.

One of the most attractive features about FundRaiser Software is its ability to hold a lot of information on your organization’s donors. By the time you utilize category codes and handle such things as Campaigns and Events, Memberships, and Pledges, you can have a lot of donor-specific information. Gathering this information into meaningful groups is the power of groupings inside of FundRaiser.

Let’s say you want to see who attended your events, but hasn’t given a donation. You can make a grouping for that.

How about someone who is a monthly donor who has never attended any events? That’s right. You can make a grouping for that.

It’s the time of year when my thoughts turn toward thankfulness and gratitude, though I try to keep them tuned in that direction year round. There are many things that I think we all can be thankful for, but I wanted to take a few moments this week and share with you the five things I’m thankful for in FundRaiser Software.

1) An intuitive interface. FundRaiser holds a lot of data on your donors and organization, which is a good thing. It can also get overwhelming, too. The intuitive way that you can move through FundRaiser allows you to access, sort, and filter, all that data so you can make the best contacts you can with your donors.