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  • 1.  Gift Receipts/Acknowledgements

    Posted 07-07-2025 11:52 AM

    Hello! We are currently in the process of determining the best practice for receipting and acknowledging gifts. The gift receipt (an 8x5 inch card) contains the appropriate language for tax purposes and IRS guidelines but does not formally thank the donor and is not signed by anyone from my institution. The letter is formally written, signed by the Director of Advancement, and contains similar tax/IRS language. Does anyone use both? Should we use both? 

    Thank you for sharing your knowledge!



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    Ponzell Thatcher
    Millersville University
    ponzell.thatcher@millersville.edu
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  • 2.  RE: Gift Receipts/Acknowledgements

    Posted 07-07-2025 12:05 PM
    For years (we started in 1996 at Duke), many organizations have been sending "combo" letters that contain both the appropriate tax language and a lovely letter of thanks in the same 8.5x11 document. The key is being able to send those out within 48 hours (which is very doable). A "wet" signature on these isn't needed - the process can be fully automated. But they should never take the place of an additional letter from a key staff member, a week or two later (if they meet the additional letter criteria).

    For years, Lynne Wester has maintained a collection of acknowledgement examples:


    And aasp has published several related papers in the Knowledge Base:


    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


  • 3.  RE: Gift Receipts/Acknowledgements

    Posted 07-07-2025 01:04 PM

    Very helpful! Thanks so much.



    ------------------------------
    Ponzell Thatcher
    Millersville University
    ponzell.thatcher@millersville.edu
    ------------------------------

    Original Message


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