Getting ready to mail out contribution statements to your donors?

Though they might feel like just another administrative task that fills your calendar, giving statements offer another opportunity to bless your flock.

Below are 6 basic items donors like to see on a contribution statement and how this document can be another way to point to what God is doing through your ministry...

1. Ministry name, logo, & address

Your donors have a mountain of paperwork to maintain for their financials. Make it easy for them to know at a glance what they are looking at when they reach for their giving statement from your church.

2. Header Message

Your contribution statements are an opportunity to appreciate your donors and advance your church's mission and vision. But that takes more than just a list of when and how much a donor gave to your church.

This is where you can turn this document from a simple financial statement into a declaration of gratitude. Thank the donor for their contribution while pointing to God's continued faithfulness. You can include a comment on how their donation sets your ministry up for important future work.

This message does not need to be lengthy. A 2-4 sentence paragraph is sufficient.

3. Donor name & address

A name is a bridge to ministry. Acknowledging each donor by name is a small but important way to honor them. It communicates that they are valued, not lost in a sea of names and faces.

Another reason to include the donor's name is this: This ensures there is no chance someone gets the wrong person's paperwork. Everyone can rest at ease knowing the document belongs to the recipient.

4. Donation Details

List the date and amount of each individual donation, no matter how many times the person donated. This way the donor can cross-reference the document with their own records.

Also be sure to list what category each donation falls into. This is a big step toward transparency and accountability. Including this info lets the donor know you honored their request to use the donation for their desired purpose.

5. Total Amount

This info is likely the biggest reason they want to have this document.

This is important for their tax filings. Plus, it gives them a top-down review of their donations last year, which can help them budget and prepare for their contributions next year.

6. "No Goods Or Services Were Provided..."

In addition to all of the above details, the IRS requires that your organization verify that no goods or services were provided in exchange for the donor's support. If your church did provided goods or services in exchange for donations, your giving statement needs to declare that.

At the bottom of each giving statement, include a...

• statement that no goods or services were provided by the organization, if that is the case
• description and good faith estimate of the value of goods or services, if any, that organization provided in return for the contribution
• statement that goods or services, if any, that the organization provided in return for the contribution consisted entirely of intangible religious benefits, if that was the case

Another thing about Giving Statements...

Your method of distributing these documents is an opportunity to communicate with your donor.

For instance, if you are sending the statements out via email, the email body is a good place to write further on what God has done in your ministry thanks to the generosity of your supporters. This is the best place to put greater focus on how God is at work and express appreciation.

The Authority On Contribution Statements

Whether you are a church planter or seasoned church leader, here are some more articles that answer your questions about contribution statements:

• Do Churches Have to Provide Contribution Statements? - The importance of contribution statements and why churches should provide them to their donors
• The Best Contribution Statement Software - The best software for recording giving and creating contribution statements
• Contribution Statement Checklist (5 Things) - A quick checklist to review before creating giving statements
• How to Generate Contribution Statements - Three easy ways to create and distribute these documents to your donors

Need a Program for Giving Statements?

Creating and distributing contribution statements is easy with the right church giving program.

ChurchTrac makes it easy to import your church's giving and generate year-end statements for all of your donors. Start your free 30-Day trial and see why 10,000+ churches have already made the switch and simplified their ministries.

Matt Church Engagement