How do I send Year-End Receipts?

We recommend sending donation acknowledgements soon after the transaction with System Emails and/or System Letters. However, many organizations choose to send an additional message at the end of the year, summarizing contributions. This is not required by the IRS if you have sent contemporaneous acknowledgements for each transaction but can be a part of good stewardship.

You can send end-of-year receipts in a few different ways. Here are suggested messages with tips about how to best acknowledge your constituents' contributions. 

Sample 1:

Organizations only acknowledging donations should send this message in January. It can be sent via campaign email or campaign letter.

Run a report to identify the message recipients as all accounts with donations this year.

Dear <<Constituent First Name>>, 

Wow - [year] was a big year for <<Organization Name>> as we [moved to a new location, expanded our program offerings, etc]. You helped make it happen! 

In [year], you contributed a total of $<<[Year] Calendar Year Donation Amount>>. 

<<Organization Name>> is a 501(c)(3) nonprofit organization and your donations are tax-deductible to the extent allowed by law. Our EIN number is ##-#######. No gifts or services were provided to you in exchange for your gift. Instead, we were able to use the full <<[Year] Calendar Year Donation Amount>> to fund our programs. 

Thank you!

With gratitude,

[Development or Executive Director Signature uploaded as an image]

Sample 2:

Organizations with significant tax-deductible event registrations should send a campaign email. This email could be sent in December or January.

Create an email audience to identify the message recipients as all accounts with donations or tax-deductible event registrations this year.

Dear <<Constituent First Name>>, 

Wow - [year] was a big year for <<Organization Name>> as we [moved to a new location, expanded our program offerings, etc]. You helped make it happen! 

Log in to download receipts for all of your incredible gifts here: [Neon login URL]

Not sure about your password? Click here to reset your login. [Highlight click here & link to the reset password link] It's easy!

<<Organization Name>> is a 501(c)(3) nonprofit organization and your donations are tax-deductible to the extent allowed by law. Our EIN number is ##-#######.

Thank you!

With gratitude,

[Development or Executive Director Signature uploaded as an image]

When they enter the Constituent Login Portal to view & print their own tax receipts, constituents can view their donations & tax-deductible percentages of their event registrations.

Itemized Donation Table

Neon has a set of email tokens that generate an itemized donation table that includes the total donation amount in the last row. These tokens are for the current and last calendar year as well as the 3 most recent fiscal years and are available for Campaign Emails, Campaign Letters, Donation Appreciation System Emails, and Donation Appreciation System Letters.

These tokens can be used in a Campaign Email or a Campaign Letter to send out itemized receipt emails to your donors at the end of the year, as shown in the example below.