[Donor Management System] Sending Thank You Emails & Letters

After adding a single or multiple Contributions, you can easily thank the Contacts associated with the Contributions via email or by printing letters.


1. Go to the Contributions Tab

2. Search for a specific Contribution or select either:

  • (1) The specific Contributions associated with the Contacts you wish to thank,
  • (2) Every listed Contribution on the page, or
  • (3) All Contributions in your search criteria

3. Select the Actions menu at the upper-left side of the Contributions list

4. Scroll down the Actions menu and select Say Thanks – Print or Email

5. On the next page, you will see the following information:

Thank-you Letter Options:

  • Update thank-you dates for these contributions: updates when the Contact was thanked for the associated Contribution as the date of when you make this Thank-you Letter.
  • Group contributions by: when printing PDFs, Contributions will be grouped by your selected option.
  • Separator (grouped contributions): we recommended keeping the default selection for this field.
  • Print and email options: select the way you want to thank your Contacts.

Email Options:

  • From Email Address: which email address is used to send this Thank-you Letter. You can also add new email addresses.
  • Use Template: select an already created Template or create a new one by selecting Save As New Template at the bottom of the page.
  • Activity Subject: the subject of the email and the Activity associated with the Contacts after making the Thank-you Letter.
  • Campaign Group: legacy field not in use add the moment. Please ignore it.

Page Format: Default PDF format:

  • Format the PDF dimensions for printing and/or download.

Document Body:

  • Compose your email using this standard formatting tool that uses rich-text (e.g. bold, italics, etc.).
  • Tokens: also known as Merge Tags, Tokens can be used to automatically include information from a Contact in emails (e.g. “Dear {Contact First Name})

Saving Options:

  • Save As New Template: save the created or updated contents of this Thank-You Letter as a new Template.
  • Document Type: choose the best document format for printing and/or download.

6. Fill out all mandatory fields and compose your Thank-you Letter.

7. You can use an existing Template or save the contents of your newly composed email/letter by selecting Save As New Template

8. Select Update thank-you dates for these contributions at the top left of the page if you want to update the date the associated Contacts were Thanked.

9. After all the necessary information is added, select Make Thank-you Letters at the bottom of the page to print your letters and/or send emails to the associated Contacts.

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