One of the most important parts of running a nonprofit is making sure you’re staying compliant with government regulations. The last thing you want is to spend your time dealing with legal trouble. One of the ways your nonprofit can ensure that you’re staying compliant is by issuing donation receipts and acknowledgement letters to your donors.
A donation tax receipt is essential for your organization and donors, and they ensure you’re maintaining good relationships with your donors. We recommend that you use a donor management system that has an automatic receipt feature built in. This will make sure that you’re staying compliant with tax receipt regulations without having to take the extra time to send receipts every time you receive a donation.
Automated receipts will save you a lot of time in the long run. That’s why it’s important to set up email and letter templates for all the types of receipts your nonprofit will need to send. We’ve adapted these Kindful email templates to work for any nonprofit. Just make sure you update them with the custom fields that your donor management system uses.
These email and letter templates will help you create compelling donation receipts without taking your time away from your donors:
Donation and non-cash gifts
It’s a good idea to start your donation receipt templates with a generic email or letter that you can send for any donation or non-cash gift.
Donation and non-cash gifts receipt template
If you have a monthly giving program, you’ll need a donation receipt template that will automatically thank your recurring donors. You can use this template to thank donors when they first set up their ongoing donation.
For example, if today is June 15, and the donor creates a recurring donation to process on the 25th of the month, this receipt will confirm when their transaction will process.
Initial recurring donation receipt template
Regular recurring donation receipts
You’ll also need a receipt that sends every time your recurring donor’s transaction processes. We recommend using a template that tells the ongoing story of your nonprofit for your regular donors. This will help them feel connected to your work month after month and motivate them to continue giving or upgrade their gift.
Regular recurring donation receipt template
If your organization uses pledges in your fundraising portfolio, you’ll need an email template that sends as soon as you process a donor’s pledge. This serves as a confirmation for your donor of their commitment to give.
Pledge receipt template
Failed donation receipt
There will be times when your donors’ transactions are not successfully processed. There are a variety of reasons for this, but in any case, you’ll need to notify your donors when this occurs. Some platforms like Kindful will have a standard template for failed transactions. The benefit of using Kindful’s standard template is that it will automatically include important information for your donor. This information includes:
- Reason the transaction was unsuccessful
- Date and time the transaction was initiated
- Campaign the transaction was assigned to
- Name of person who initiated the transaction
- Amount of transaction
- Credit card information provided
- Billing address provided
- Phone number provided
- Email provided
- Link for donor to update their billing informationv
We recommend checking with the platform you use to process transactions—your donor management system, online fundraising platform, or payment processor—to determine if this feature is available. It likely is, but if not, we recommend creating a simple template that provides your donor with the information they need. We also recommend providing a link or directions for your donor to update their information.
Expiring card email
Just like the failed transaction email, Kindful also offers a standard template for donors who have a credit card that’s expiring soon. Kindful automatically sends this email 60 days before the card expires. If you’re not using donation software that has this feature built in, we recommend using a template that notifies the donor and gives them instructions for what to do next.
Expiring card email template
Integrate and automate your fundraising systems
When it comes to staying organized with donation tracking, receipts, and payment information, it’s important to integrate your systems. Make sure your payment processor and online fundraising platform connect with your donor management system. This will allow you to automate important processes like sending your donation receipt emails and letters. It will also allow you to personalize your thank you letters to help reinforce your relationships with your donors.
Schedule a live demo with our partner Bloomerang, and we’ll show you how easy it is to create and automate reports, utilize online and offline fundraising tools, quickly integrate and access all your data, and ultimately create more time to engage your donors.