Help Guide
Donor's Year-End Statement
Updated: January 14, 2022
Posted: August 2020

Three Things to Keep In Mind

There are many things to consider when communicating with your donor. Those all-important tax statements are just one more opportunity to excel. Here are three things to keep in mind.

Batch Sending

year-end statement image

Send all your statements at once!

The Donor Year-End Statement consists of an email letter and an attachment listing all transactions for the year. Both are customizable using the built-in content editor.

Where Can I Find The Report?

Go to One Click Reports in your control panel and select Donor Year-End Statement.

Step 1: Customize the Letter

The year-end statement uses a standard template by default. You can customize or change the standard template by using the content editor.

In addition to the standard text formatting options, you can customize your letter with the following options:

Embed your own logo, images and videos
Incorporate merge fields (name, salutation, amount, etc)

Common logos and seals

Social media icons and your social media links

Header graphic by year

Step 2: Customize the Attachment

The attachment is a PDF document sent with the email that displays the contributor's complete list of transactions for the year. The top portion of the attachment can be customized.

Just like the letter, use the content editor to make changes to the pre-set template, if desired.

The content editor for the attachment has fewer options, but you may add links, images, and merge fields.

Step 3: Preview and Send a Test Email

At the bottom of each content editor is a Preview Button. You can preview your changes to the email letter or to the attachment as many times as needed before sending.

Before sending a statement, we highly recommend sending yourself a test email. In Step 3, just above the Recipient list, you will see a Test Email button. Enter an email address of your choice and click Send.

Step 4: Sending the Statement

Send a year-end statement to all of your donors at once using the Batch Send option or send statements only to those contributors who request one using the Send Individually option.

To Send Batch Statements Click the Batch Send checkbox, ensure that the correct statement year is selected, and click the "Batch Send The Year-End Statements" button.

If you have more than 500 contributors for the year, your Batch Send will be split into multiple batches of 500 email addresses each. You will see a button for each batch.

Once the batch has finished, you will see a success message, along with a report to download. The report will show you each person that was sent in the batch and whether the email was sent successfully or failed. These reports are also stored for your reference and can be viewed anytime by clicking View Batch Reports next to the Batch Send checkbox in Step 3.

To Send a Single Statement
Check the Send Individually checkbox and ensure that the correct statement year is selected.

Next, click in the Recipient list. You can scroll through the list to find your recipient, or use the search box at the top of the list to search by name or email address.

Find and select your recipient and click the "Send the Email With Attachment" button.

Once the email has finished sending, you will see a Success message. No report function is available for individual statements.

More about Merge Fields

Merge fields are things like the date, your donor's first name and last name, and salutation. Use the Merge Fields to personalize your letter, i.e., Dear Caroline, Dear Mr. Rutherford, Greetings Mr. and Mrs. Larry Upton.

The letter template will look something like this:
"(firstname), thank you for your generous support in 2020!"

But the actual letter will read:
"Janet, thank you for your generous support in 2020!"

More about Logos, Images and Videos

There are two types of logos.

  • Your own charity's logo, which must be uploaded into your letter.
  • Logos that are common to all charities such as America's Best Charities seal, Charity Navigator, or the GiveDirect logo. These logos are already pre-loaded.

To use your charity's logo or other images and videos specific to your organization you will upload those items into your letter.

  • Click the image icon to upload your logo or other pictures.
  • Click the video icon to add a video.

After clicking on the desired icon, you will see a pop-up window.

To add an image, click Upload. Drag and drop the image from your computer onto the box. Click Save.

Once the image is shown on your letter, grab the corner of the image to resize if needed.

Images and logos should be formatted as jpg, png, or gif.

To add a video, paste the link to the video in the Source field. The width and height should be auto-filled. Click Save.

Once the video is shown on your letter, grab the corner of the video to resize if needed.
To use the pre-loaded seals and other common logos, place your cursor in the letter where you want the logo to appear.

Use the dropdown box to select the desired items.

More about Social Media Icons

You may incorporate Social Media Icons in your letter.

If you use an icon you should also link that icon to your social media page.

To link the icon to your social media page, in the letter, select the icon.

Using your mouse, right click the icon and click on the chain link icon.

Enter the full URL to your social media page in the first input field. Click Save.

Be sure to send a test email to yourself and double check that all links redirect properly.