When your big year-end push is over you have some important things to take care of such as sending acknowledgements for those final year-end donations, following up with new donors, creating those year-end reports, and sending out donation summaries to your donors from last year.

Thankfully, you can use your Network for Good donor management system to accomplish all of these tasks. In this article we are going to show you the best way to send donation summaries to your donors who gave a gift last year. 

Here's a quick video overview of how to use the donation summaries. 

Year-end donation summary letters are not just for providing your donors a list of their contributions for last year. These letters are also an opportunity for you to recognize your donors for the important impact they have had in helping accomplish your nonprofit's mission this year and beyond. Make them not only feel appreciated, but to also make sure they understand how important their support is to your organization going into the new year.

CREATING DIRECT MAIL YEAR-END DONATION SUMMARIES:

  1. In your donor management system go to Communication, select Direct Mail and in then in the upper right corner click the "Add Direct Mail" button.

  2. You'll go through the step-by-step process of creating a new direct mail letter to send. However, there are a couple of things to note:
      -  When it asks you if you want to "Create Only One Letter Per Household?" if you select "YES" then when using "Last Year Donation Summary" then all donations made by the household will be listed instead of the individual. This ensures that each household will receive only 1 letter with a summary of all contributions for that household.
      -  When you are ready to select your recipients if you have already created an audience with a saved filter for last year's donors go ahead and select it. Otherwise, we have created a recommended filter called "Made donation in calendar year 20XX" that you can use.

  3. When it comes to creating the content for your mailing you have a couple options.
    Option 1: We've created sample recommended content for you that also includes the necessary merge fields which you can check out here.
    Option 2: You can simply use the pre-built template we created by clicking "Yes" for the "Create from Template" step and select "Last Year Donation Summary" which will populate your mailing with the same recommended content and merge fields.
    Option 3: If you're just looking for the magical merge field you can copy and paste *|DONATION_SUMMARY_LAST_YEAR|* into your mailing.

  4. Once you have finished updating the content for your direct mail we recommend downloading a preview to see how it will look when you print it. Once everything looks satisfactory go ahead and click the "Generate Letters" or "Generate Letters & Labels" button. You will receive an email once the letters are ready to download.

CREATING EMAIL DONATION SUMMARIES:

When creating the email donation summaries to your donors go ahead and and prepare your email template just like you would when creating a normal email blast.

  1. When you are ready to add the content you can access the recommended sample content and merge fields here that we have assembled for you. Or, if you're just looking for the magical merge field to add to your email blast you can copy and paste *|DONATION_SUMMARY_LAST_YEAR|* into your email.

  2. When you get to the Recipients step you can select the filter you've already created OR you can select the recommended filter called "Made donation in calendar year 20XX".

  3. Be sure to send yourself a test email to preview what the email will look like to your donors. Once you are ready, go ahead and send the email blast or schedule it to be delivered.

Here is an example of a donation summary email

Here is an example of a donation summary letter

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