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  • 1.  Donor preferred name vs. legal name

    Posted 06-10-2025 12:56 PM

    Hello.

    We've recently received a donation (<$250) from an individual who has asked to be addressed as James Bond in all communications, however their legal name (and the name that appears on the check) is completely different.

    Our CRM allows us to:

    • Add an alias or preferred name while keeping the record under their legal name
    • Update the donor's name format so that all future communications reflect their preferred name

    I want to make sure we're handling this unique request appropriately.

    1. Is it acceptable to update the donor record in our CRM to reflect their preferred name for communications (acknowledgments, emails, solicitation) as long as we retain their legal name for tax purposes?
    2. Are there any implications we should be aware of when the preferred name and legal name are significantly different?
    3. Should receipts be addressed as Legal Name c/o Preferred Name?

    We want to respect the donor's wishes while ensuring we remain compliant with IRS standards.

    Look forward to your thoughts on how best to handle this request.

    Thanks in advance!

    Susan



    ------------------------------
    Susan Zavala
    Memorial Sloan Kettering Cancer Center
    zavalas@mskcc.org
    ------------------------------


  • 2.  RE: Donor preferred name vs. legal name

    Posted 06-10-2025 01:42 PM
    Well, as long as they prefer that instead of Goldfinger . . . 

    The key is to receive confirmation from the donor that they want to be called James Bond in all communications, and you should be okay. But they should also know that you cannot pick and choose depending on the document. Well, you could accommodate almost any request for sure. However, a donor should only have one legal and preferred name. They can have multiple nicknames, but you would need to customize your system to know which name to use for which mailing automatically.

    Ensure the donor knows they will receive receipts reflecting the preferred name, too. And from an IRS perspective, that should not be a problem, assuming their checks and credit cards reflect the same name. If not, then your donor must be aware of the possible issues with the IRS.

    John

    John H. Taylor, Principal
    John H. Taylor Consulting, LLC
    2604 Sevier Street
    Durham, NC     27705

    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987




    Original Message


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