How to Create a Year-End Donor Statement Letter (Receipt)
Eleo has a ‘Donor Statement Letter Report’, which you can use for your year-end letter including tax information.
1) From any screen hover over Reports, then Donor Reports, and click on ‘Donor Statement Letter Report’.
2) Set your gift and contact filters according to your organization’s needs.
Important: The "Gift Amount" filter applies only to individual gift amounts. If you need to filter by a total gift amount for the year, you’ll need to create a List first. Set your filter for Contact > Previous YTD Gift Amount > Greater than or equal to your desired amount. Once your List is created, you can use it to filter this report and include only those individuals.
3) Select your report options:
Name Format: Choose from Formal, Informal, or Other (which must be populated in the contact record prior to creating the letter). Depending on what you select, this will be the name that is reflected on the letter after ‘Dear’.
Include Fund as description: If checked, it will show the Fund associated with the gift under the Description heading. If unchecked, it will not be reflected under Description.
Include Campaign as description: If checked, it will show the Campaign associated with the gift under the Description heading. If unchecked, it will not be reflected under Description.
Address Format: Choose from Formal, Informal, or Other (which must be populated in the contact record prior to creating the letter). Depending on what you select, this will be the name that populates for the address.
Include Appeal as description: If checked, it will show the Appeal that is associated with the gift under the Description heading. If unchecked, it will not be reflected under Description.
Include Fair Market Value Total: If checked, it will display what is tracked in your database for the Fair Market Value field for each gift.
Letter Date Format: Depending on what you select, it will reflect this format to include the date that you run the report above ‘Dear’ and below the donor’s address.
Include Do Not Mail Contacts: If checked, the report will add the donors from your database that have this box selected in the Communication Preferences section of their contact record.
Include Contacts Without an Address: If checked, donors who do not have an address listed in their contact record, will be included on this report.
Include Company Name and Federal Identification Number: If checked, these will display after the ‘Content Section’ and before the ‘Closing’ in the letter. NOTE: The Federal Tax ID Number will need to be added ahead of time under Settings > System Settings > Customer Defaults.
Leave space for letterhead: If checked, the system will leave some space at the top of the letter so that you can print the letter onto your organization’s letterhead.
Introduction, Content, Closing: Include any text that you want in each section of your letter.
4) You can then ‘View’ your report on the screen in Eleo, download it as a ‘PDF’ to print off, or download it in either Excel (XLS) or CSV format to review the data. By clicking on ‘Save to List’, you will be able to pull the data into a Static List so that you can use the contact information from it in our Mailings Module to create labels.
