Product Update: End of Year Thank You Letters

thankyou3One of the most requested updates on our list, ‘End of year Thank You Letters’, is now live.

Letters can be created in pdf format from a new page, accessible from the donors section.

Once a year end date is specified on the page, Fund Filer will advise how many donors made a gift in that year and give options for producing letters either in bulk or individually.

There are also options for ‘summary’ letters, where totals for gifts and tax are shown; and ‘detail’ letters itemising each donation for the period.

The letters have been designed to stand alone, with space to handwrite a salutation and signature as necessary.

Please don’t forget that our ‘Summary by Donor’ report can also help with creating end of year letters. This report will return donors and amount given for a date range and enable a download of the data in csv format, suitable for mail-merging. This report is available from the ‘Reports’ menu.

An article on the letters and how to generate them has been added to our Knowledge Base:

How to generate end of year letters »

Letters produced either way are the perfect opportunity to thank donors for their generosity and remind them to let you know if they are no longer paying tax. Issuing such letters also shows ‘good practice’ in the event of an HMRC inspection.



7 Responses to Product Update: End of Year Thank You Letters

  1. Alex Hammerstein March 24, 2016 at 6:16 pm #

    I think the idea is a great one and I would welcome it, but I am not sure about the implementation.

    I would want to be able to add more detail to the letter, advising the donors of how their money was spent.

    I would want to mail merge onto our own letterheads, so a pdf file is not the best as the Name of the Church nor the Fund Filer logo (sorry) would not be required.

    At the moment, there is not one best report for us to use – the Summary by Donor is good as it contains the full donor details so we can mail merge, but the End of Year letter is good as it allows us to report by Fund.

    Could the End of year report not be supplied as a csv?

    Keep up the excellent work


    • Penny Miles March 25, 2016 at 1:08 pm #

      Hello Alex. Thanks for this. We will look at the most efficient way to includes a fund split as part of downloadable summary data by donor. It might be easier to incorporate this into the ‘summary by donor’ report. Either way, it’s now on the list!

  2. Bob Soutter March 25, 2016 at 8:32 am #

    This is another example of how brilliant is Fund Filer. These letters etc will save many, many treasurers hours or work. Thanks, Penny!

  3. Tony Collacott March 26, 2016 at 8:43 am #

    Hi Penny and the team, thanks very much for incorporating the end of year thank you letter function into Fund Filer. Our trustees and supporters will really find this to be a great help, and is just one more demonstration of how good Fund Filer is.
    One initial observation is that the donors in any given period are automatically included (shown by a tick) and that we have the option to print all letters with one click, which is great. However if we want to print just one donor’s letter we would need to find that individual … with over a thousand registered donors this is not that easy for us. Could the top of the page have a search function to allow us to go direct to an individual donor?
    Great system though, and we will be using it immediately … thanks once again.

    • Penny Miles March 29, 2016 at 2:49 pm #

      Hello Tony. You make a useful point. The donors can be sorted by last name and by reference, which is often sufficient on a shorter list. This will also help locate someone on a long list. We will add this to the update list though. Thanks for your feedback.

  4. Mark Rassell March 26, 2016 at 4:39 pm #

    Hi Penny and team,

    These are amazing and something I was looking to create by hand – so you have saved me loads of work. Thank you.

    I am always amazed by how few people know that if they fall into the high rate tax bracket that they can claim back from HMRC the difference between standard rate and high on their tax return.

    Could a reminder to this effect be added to the already amazing letters?? Might even encourage individuals to give more!

    As ever keep up the great work.


  5. Penny Miles March 29, 2016 at 2:50 pm #

    Hello Mark. Yes, we’ll have a look at the wording and incorporate this. Thanks for the remark.