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  • 1.  Seeking Input on Receipt & Acknowledgement Process

    Posted 05-10-2024 11:22 AM
    Greetings! I am curious about how other institutions handle the process of generating receipts and acknowledgements for your donors. 
    Our current process involves generating both documents at the same time, and then having our Donor Relations team review and sometimes customize the acknowledgements (mostly for higher level gifts) before they are returned to us to print, get any handwritten signatures, and send out. This can sometimes cause delays and inefficiencies, especially during busy periods. We are looking for ways to streamline this process while still maintaining the desired level of personalization and stewardship from our donor relations team and leadership.
    Do you have a different approach that works for you? Have you found a way to separate the tax receipt process from the acknowledgement process so the receipt can go out more quickly? If so, what messaging accompanies your receipt? Does anything differ about this receipt process/messaging for major/principal gift level donations? 
    I would be very grateful for any information or documentation you are willing to share regarding your process. We have an opportunity to evaluate and propose changes to this process so everything is on the table and we welcome all the details!
    Thank you!
    Leah


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    Leah Richards
    St. John Fisher University
    lrichards@sjf.edu
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  • 2.  RE: Seeking Input on Receipt & Acknowledgement Process

    Posted 05-10-2024 11:34 AM

    We used to have a similar process as to what you are doing now. We also used to break our receipts into live signatures depending on the gift amount and/or if the donor was assigned to a prospect. I found the process very inefficient and slowed down the receipting process of said gifts. I also felt the process did not align with best practices in getting receipt out within 72 hours of when it was received. Once Covid hit we stopped doing the live signatures on receipts all together and have not had one donor complaint. Our acknowledgements are run separately and are still live signed by our President. Our receipts do contain a thank you aspect along with an impact statement. If you have additional questions, I am happy to answer them.  

     

    Karry Morton | Director, Gift Services
    Children's Hospital Colorado Foundation
    13123 East 16th Avenue, Box 045 | Aurora, CO 80045
    Phone: 720-777-1742 | Cell: 720-323-3305


    SupportChildrensColorado.org | Facebook | Instagram | LinkedIn

     

     

    For every child who needs us. From fixing broken bones to treating pediatric cancer, your generosity helps us serve Children's Hospital Colorado patients and families who depend on us every day. Donate today.

     

    If you would like to opt-out of communications from Children's Colorado Foundation, please email info@childrenscoloradofoundation.org or call 720-777-1700.

     

    CONFIDENTIALITY NOTICE: The information contained in this message is legally privileged and confidential information intended only for the use of the individual or entity named above. Any release, dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this message in error, please notify the author immediately by replying to this message and delete the original message. Thank you.

     




    Original Message


  • 3.  RE: Seeking Input on Receipt & Acknowledgement Process

    Posted 05-13-2024 11:19 AM

    Thanks for your response, Karry! I'd love to see a sample of the receipt you send out if you'd be willing to share. My email is lrichards@sjfc.edu. Thank you!



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    Leah Richards
    St. John Fisher University
    lrichards@sjf.edu
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    Original Message


  • 4.  RE: Seeking Input on Receipt & Acknowledgement Process

    Posted 05-10-2024 12:05 PM

    Although the receipts are a soft thank you, it's not meant to be a true acknowledgement letter for stewardship purposes.  The receipt is closing the transaction and shouldn't be counted as stewardship.  I recommend separating the two documents so that you can meet IRS requirements on issuing receipts meanwhile allowing donor relations to do meaningful stewardship that doesn't involve the tax language.  If you're looking for more information or resources, I highly recommend the Donor Relations Guru as another resource.

     

    Best,

     

    Michele

     

     

    Michele Hicks, MPA 

    Executive Director, Advancement Services 

    University Advancement 

    https://www.unt.edu 

    Responsibility | Self-Assurance | Arranger | Relator | Input

     




    Original Message


  • 5.  RE: Seeking Input on Receipt & Acknowledgement Process

    Posted 05-10-2024 12:26 PM
    I agree wholeheartedly.

    You can make the receipt look "pretty" and print it on letterhead with a stock paragraph of thanks. Many receipt systems, like ReceipterPro or your internally developed program, can vary and automatically insert notes based on numerous factors.

    But the key to the receipt is timeliness. It should be in the mail (or email) within one business day of gift entry. It lets your donor know immediately you have received their gift and credited it to the proper fund.

    The acknowledgment letter can be sent a week later, noting that the receipt was sent, but "we wanted to add some special words of thanks."

    The receipt is a tax document. They do not need to be any different based on amount or purpose. Get them out the door ASAP, and then spend quality time on the follow-up letter of thanks.

    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


  • 6.  RE: Seeking Input on Receipt & Acknowledgement Process

    Posted 05-13-2024 11:31 AM

    Thanks John. This makes good sense to me and is how the process looked at my previous institution. It seems there is hesitation to go this route partly because a "pretty" receipt would still have a signatory and there is a desire to have it be a handwritten signature rather than a digital one, especially if the signatory is the VP. There's also a desire to consolidate mailed receipts and acknowledgements together into one envelope to present a coordinated front and to cut down on mail to the donor. The big con, as you pointed out, is the time delay. I expect these responses will help our discussions though. I appreciate it!



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    Leah Richards
    St. John Fisher University
    lrichards@sjf.edu
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    Original Message


  • 7.  RE: Seeking Input on Receipt & Acknowledgement Process

    Posted 05-13-2024 11:49 AM
    First, the IRS does not require a signature on a receipt. For a list of receipt requirements, see page 3 of IRS Publication 1771.

    Secondly, most organizations that opt to include a signature utilize digital technology.

    Third, many organizations are shifting to electronic receipts for all contributions - regardless of whether they are made online or not, provided you have obtained donor permission to move to an electronic format.

    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


  • 8.  RE: Seeking Input on Receipt & Acknowledgement Process

    Posted 05-13-2024 11:22 AM

    Thank you, Michele. It's been a while since I last explored Donor Relations Guru as a resource. I will check it out!



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    Leah Richards
    St. John Fisher University
    lrichards@sjf.edu
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    Original Message


  • 9.  RE: Seeking Input on Receipt & Acknowledgement Process

    Posted 05-30-2024 12:56 PM

    I echo the others who separate sending a tax receipt within 48 hours of processing the gift and an additional gift acknowledgement letter which is essential to stewarding the gift. Putting my donor hat on for a second, it is reasonable to expect a tax receipt shortly after the gift is made.  That way I can confirm the gift was received and applied per my wishes.  Institutions that continue to receive my support and increased support are the ones who take the extra step of a stewardship letter.  That letter ideally thanks me again for my support and tells me how my gift impacted their mission. That stewardship letter isn't as time sensitive to me as the tax receipt.  Actually it's better if it follows in a month or two to tell me how my gift was used. 

    As to the means of delivery, we always used the method of communication preferred by the donor.  



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    Kenna Wood
    R&B Consulting
    kenna.s.wood@gmail.com
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    Original Message


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