top of page

Year End Giving Statements: Sample Letters

Is it that time? Time to prepare those all-important giving statements for your donors? We know they can feel like a daunting task. But trust us, the effort is absolutely worth it!


These statements are more than just thank-you notes. They're powerful tools for nurturing those vital donor relationships. Beyond expressing gratitude, they showcase the real impact of their generosity on your ministry. This transparency builds trust and ensures you're complying with the necessary legal requirements for acknowledging charitable contributions.


To help you navigate this process, we've included some key considerations and sample templates to guide you in crafting impactful year-end giving statements.



Key Considerations:

  • Personalization: Whenever possible, personalize the letter by mentioning specific contributions or volunteer activities of the donor.

  • Transparency: Be transparent about how donations were used.

  • Professionalism: Make sure to include the Tax-Deductible information so your receipts are legal and legitimate.

    • Tax-Deductible Donation Receipts:

      • Clarity: Ensure the letter clearly states the amounts and dates the donations were received.

      • Tax-Exempt Status: Explicitly state that your church is a 501(c)(3) tax-exempt organization. Consult with a tax professional or accountant to ensure your acknowledgement letters comply with all applicable tax regulations.

      • Donor Information: Include the donor's full name and address.

      • Record Keeping: Maintain accurate records of all donations and corresponding receipts.

      • Consider Software: Utilize church management software like traxios, to streamline the process of generating and sending acknowledgement letters.



SAMPLE LETTERS:


1) Focus on Gratitude and Impact


*Consider adding additional instructions for your members to access their statements. Below is an example of how traxios customers can access their Year-End Giving Statements all year around.


Accessing your Year-End Giving Statement Instructions with traxios:


Access your specific year-end giving statement, including contribution amounts and dates, by logging into the MyChurch portal on our website. From there, you can download and print your 2024 statement, and easily access this and other church transaction records throughout the year. You can also easily set up recurring or one-time gifts through your MyChurch portal.

  1. Go to our website [enter url]

  2. Select MyChurch

  3. Login with your Name, Email and Phone Number (traxios uses a more secure password-less login)

  4. An access link will be emailed or texted to you

  5. Once logged in, click “2024 Giving Statement is now available”

  6. Download and save or Print your statement 

  7. If you have any questions please email or call us at [email + phone number]. 



2) Concise and Informative




bottom of page