Acknowledgement for memberships paid monthly

Kimberly Duong

We offer a special membership in our organization and we allow staff to contribute monthly via a payroll deduction. We have some members who also contribute quarterly. They receive goods and services in the amount of $XXX.XX no matter if they pay one month or all 12 months. What are the best practices to acknowleding this on a thank you letter? It has been our practice to send 1 thank you welcome letter when the member joins vs. 12 thank yous each time the monthly payroll deduction hits. In total we have about 10 people that do this either monthly or quarterly.

Jenny Norton

We have biweekly payroll deductions.  We issue a thank you which clarifies what their pledge will be (Example: $5 per pay period) when they make the pledge.  We do not thank them each time.  In January, we run them an annual statement for the previous calendar year showing all their donations (not just the payroll deductions) with a thank you letter.



Jenny

Carolyn Moatz

We offer three options for monthly donors, receipt each time, receipt at the end of the calendar year and the end of the fiscal year, and receipt at the end of the calendar year only. Everyone (literally) has opted for calendar year end only. We send an acknowledgement (not tax receipt) when they pledge, then a summary in January, and another at the end of their pledge (if they do not renew).

Ailsa Adams

Related question; I just wondered if anyone has worked out a way to send an e-acknowledgement with personalised info like their total contributed in their record ($xx.xx X12) in the content of the email (without exporting and merging externally). Doing this would save so much money and time. My line-mangers think that "all singing and dancing" Raisers Edge should be able to do this in this day and age. 

JoAnn Strommen

Have you considered consolidated ereceipts?  It wouldn't necessarily read $X x 12 (I'm not sure if installment amount is an available field for ereceipt.  If it is you could do it.)  but would have their total amount.  Then we just add wording that this is the total of their monthly donations received in 20XX....



Note-consolidated receipts do some funky things if you're using a conditional merge.  Gifts will show as receipted but no hard copy of letter is generated.  Not sure if this happens or not using ereceipt function.

Ailsa Adams

Hi, thanks JoAnn. There is an ereceipt function in RE? If there is I shall ask my support manager about that.