Though they might feel like just another administrative task that fills your calendar, these documents offer another opportunity to bless your flock.
Below are a few basic items donors like to see on a contribution statement and how this document can be another way to point to what God is doing through your ministry.
Your donors have a mountain of paperwork to keep track of for their financials. Make it easy for them to know at a glance what they are looking at when they reach for your document.
This is where you can turn this document from a simple financial statement into a declaration of gratitude. Thank the donor for their contribution while pointing to God's continued faithfulness. You can include a comment on how their donation sets your ministry up for important future work.
This message does not need to be lengthy. A 2-4 sentence paragraph is sufficient.
This ensures there is no chance someone gets the wrong person's paperwork. Everyone can rest at ease knowing the document belongs to the recipient.
Another reason to include the donor's name is this: A name is a bridge to ministry. Acknowledging each donor by name is a small but important way to honor them. It communicates that they are valued, not lost in a sea of names and faces.
List the date and amount of each individual donation, no matter how many times the person donated. This way the donor can cross-reference the document with their own records.
Also be sure to list what category each donation falls into. This is a big step toward transparency and accountability. Including this info lets the donor know you honored their request to use the donation for their desired purpose.
This is important for their tax filings. This info is likely the biggest reason they want to have this document. Plus, it gives them a top-down review of their donations last year, which can help them budget and prepare for their contributions next year.
Your method of distributing these documents is an opportunity to communicate with your donor.
For instance, if you are sending the statements out via email, the email body is a good place to write further on what God has done in your ministry thanks to the generosity of your supporters. This is the best place to put greater focus on how God is at work and express appreciation.
You can assemble and send these statements quickly, without the stress. Then get back to doing the ministry you were called to do.
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