Your organization may wish to send custom thank-you letters to a group of donors. The first step would be to search and filter your contributions until you have a target list of recipients. Go to Finances > Find Contributions and enter your search criteria, which we recommend includes:
- Thank-you date not set? (a thank you letter has not been sent)
- Financial Type
- Contribution Status ("completed" if payment has been confirmed)
- For tribute donations, Is tribute? Yes/No
From the results, select all records or individual the contributions requiring letters, choose "Thank-you Letters for Contributions" from the actions drop-down menu and click "Go". You are now ready to customize your letter. Decide whether to use a pre-existing template, if the letters should update the receipt or thank you date against each of the selected contribution records (under "Record Update Options"), and check the page format settings. When satisfied, begin to edit the content of your letter. Remember that you can use tokens to include information relevant to each contact and contribution (see Tokens and Mail Merge for more information). Some of the key tokens you might want to use for thank you letters to donors are:
- Postal gretting and address fields
- Total amount (the total contributed/donated)
- Receive date (when the donation was received)
- Contribution Financial Type (what the donor contributed to)*
- Tribute information**
*Please note, the "Contribution Financial Type" token will list the overall financial type of the contribution, but not for individual line items of a split contribution. Inclusion of a line item financial type token is on our wish list for inclusion in a future version ofJmanage . In the interim, we suggest you use the source to include the split details (e.g. a $36 donation is split across two funds, so in the source field you would write "$18 to General Fund, $18 to Building Fund").
For tribute donations, you have additional tokens from which you can pull information to send letters both to donors and honorees. To view the available tokens, click on the "Tokens" drop down box and begin typing the word "Tribute" - this will provide you with a shortlist of available tokens as shown in the screen shot below:
**Please note: if your search results in multiple contributions made by the same donor, the tribute tokens will not function as expected (they will take the information from the most recent contribution made and generate identical letters) - we are currently working to resolve this issue. In the interim, limiting your search criteria to a shorter time frame may limit the chances of this occurring, alternatively, you can export the contribution data to complete a mail merge document outside of Jmanage.
Once your letter is composed, choose whether to add it as a new template (or update an existing template). Then click "Make PDF Letters".