Content Options for Donor Reports

Select the desired mailing name. The option you select determines how the donor’s name is displayed in the body of statement’s greeting and above the inside address, which appears in the envelope window.

• Family or Member Formal Mailing Name: select this option to use the formal name typically used on correspondence with the donor. The system retrieves the donor’s name from the Formal Mailing Name field in the family record. Typically, the formal mailing name includes the donor’s title followed by the first and last name, for example: Mr. José Aguilar or Dr. Lillian Oliver.
• Family or Member Informal Mailing Name: select this option to use a less formal term of address. The system retrieves the donor’s name from the Informal Name field in the family record. Typically, this name consists of the donor's first name and last name (no title), for example, Dorothy Walls or Marlene Peters.
• Family or Member Formal Salutation: select this option to use the donor's formal name including title. The system retrieves the donor’s name from the  Formal Salutation field in the family record. Typically, this name consists of the donor's title followed by the last name, for example, Dr. Royal or Mr. Singh.
• Family or Member Informal Salutation: select this option to use the donor's informal name. The system retrieves the name from the  Informal Salutation field in the family record. Typically, this name consists of the donor's first name only, for example, Lena or Clifford.
• Family or Member Formal Mailing Name and Informal Salutation: select this option to 1) retrieve the value from the Formal Mailing Name field in the family record and print it in the address block of the statement and 2) to print the value in the Informal Salutation field in the family record in the salutation field in the statement. Example: Mr. and Mrs. Gustavo Bailey (address block); Dear Gustavo and Maya (salutation field).
• Family or Member Informal Mailing Name and Formal Salutation: select this option to 1) retrieve the value from the Informal Mailing Name field in the family record and print it in the address block of the statement and 2) to print the value in the Formal Salutation field in the family record in the salutation field in the statement. Example: Gustavo and Maya Bailey (address block); Dear Mr. and Mrs. Bailey (salutation field).

The IRS requires non-profit organizations to acknowledge in writing whether the donor received something in exchange for his or her donation. Select one of these options to specify how you want to acknowledge donor contributions:

• Add this disclaimer: No goods or services were received in exchange for these contributions.
• Add this disclaimer: No goods or services were received in exchange for these contributions except for intangible religious benefits. 
• Omit disclaimer.

You create up to five letterheads and add them as options to the Letterhead dropdown list in the Donor Report setup. When creating donor reports, users can select the desired letterhead and insert it into the donor letter. Letterheads can be built around a logo or a photo of your church and include the church's name, address, and contact information.

For guidelines on designing a letterhead, go to Guidelines for Creating a Letterhead for Donor Reports.

For instructions on creating lookup options for the Letterhead dropdown list, go to How to Configure the Letterhead Dropdown List.

You can create a up to five handwritten signature images and add them as options to the Signature dropdown list in the Donor Report setup. When creating donor reports, users can select the desired signature image from the dropdown list and insert it after the body of statement text in the donor letter. 

For instructions on creating a handwritten signature, go to How to Create a Signature Image.

For instructions on creating options for the Signature dropdown list in the report setup, go to How to Configure the Signature Dropdown List.

If desired, you can create up to five body of statement templates and add them as options to the Body of Statement dropdown list in the report setup. Users can then select the desired template and insert it into the body of statement area in the donor letter.

For instructions on creating a body of statement template and adding it to the report setup, go to How to Configure the Body of Statement Dropdown List.

If your donor letter includes a handwritten signature, a generally accepted practice is to show the signer’s full name in print under the signature. If desired, you can create up to five printed names and add them as options to the  Printed Name dropdown list the report setup. Users can then select the desired name and insert it under the handwritten signature in the donor letter.

For instructions on creating printed names and adding them to the report setup, go to How to Configure the Printed Name Dropdown List.