Unacknowledged Donations

Overview

The Unacknowledged Donations page displays all donations where the acknowledged field is false - meaning the donor hasn't received a thank-you letter, email, or acknowledgment from the organization. Timely acknowledgment is essential for donor retention, relationship building, and showing appreciation.

Accessing Unacknowledged Donations

1. Navigate to Donations in the main menu
2. Click on Unacknowledged Donations
3. View the list of donations awaiting acknowledgment

What You'll See

Unacknowledged Donations Table

The table displays:

• S/N: Serial number for current page
• Partner Name: Donor awaiting thank-you
• Amount: Donation value
• Currency: Currency code
• Purpose: Designation (if any)
• Donation Date: When donation was made
• Days Since Donation: How long without acknowledgment
• Receipt Issued: Whether tax receipt was provided
• Receipt Number: If receipt was generated
• Status: Donation status (pledged, received, cleared)
• Type: Donation type (cash, in-kind, services, equipment)
• Payment Method: How they gave

Understanding "Unacknowledged"

A donation appears in this view when:

• The acknowledged field is false
• No acknowledgment has been recorded in the system
• Donor hasn't received thank-you communication
• Days since donation is increasing

Why Timely Acknowledgment Matters

Donor Retention

• Acknowledged donors give again at higher rates
• Quick response shows professionalism
• Builds trust and relationship
• Creates positive giving experience

Stewardship

• Demonstrates appreciation
• Shows donor they matter
• Honors their generosity
• Strengthens partnership

Tax Requirements

• Some jurisdictions require written acknowledgment
• Donations above certain thresholds need receipts
• Protects both donor and organization
• Compliance with regulations

Days Since Donation

The system calculates how long the donation has been unacknowledged:

• 0-2 days: Within acceptable window
• 3-7 days: Should be acknowledged soon
• 8-14 days: Overdue, needs attention
• 15+ days: Significantly overdue, priority follow-up

Key Features

Search and Filter

Find specific unacknowledged donations:

• Search: Partner name, purpose, or reference
• Filter by Days Since: Find oldest unacknowledged
• Filter by Amount: Prioritize large gifts
• Filter by Type: Cash, in-kind, services, equipment
• Filter by Date Range: Donations within period
• Filter by Purpose: Specific designation
• Filter by Receipt Issued: With/without receipts

Sort Options

Organize the list:

• Sort by days since donation (oldest first - recommended)
• Sort by amount (largest first)
• Sort by donation date
• Sort by partner name (alphabetically)

Priority Indicators

Focus on urgent acknowledgments:

• First-time donors: Critical for retention
• Major gifts: Large amounts need personal touch
• Oldest unacknowledged: Over 7 days
• Special occasions: Memorial, honor gifts

Common Tasks

Sending Individual Acknowledgment

1. Click on donation to view details
2. Review donation information
3. Click Send Acknowledgment or mark manually
4. Choose method:
   • Send email thank-you
   • Print letter for mailing
   • Record phone call made
   • Note in-person thanks
5. System marks as acknowledged
6. Records acknowledgment date
7. Donation moves out of this queue

Bulk Acknowledgment

For processing many thank-yous at once:

1. Filter donations (e.g., all from last week)
2. Select multiple donations using checkboxes
3. Click Bulk Acknowledge or Send Acknowledgments
4. Choose template or method
5. System processes all selected
6. Marks each as acknowledged
7. Records date for each

Generating Thank-You Letters

1. Select donation(s) to acknowledge
2. Click Generate Letter or export
3. Use template or customize
4. Include:
   • Donor name and gift details
   • Expression of gratitude
   • Impact statement
   • Contact information
5. Send via email or print for mail
6. Mark as acknowledged in system

Recording Manual Acknowledgment

If you thanked donor outside the system:

1. Find the donation
2. Click to view details
3. Click Mark as Acknowledged
4. Enter details:
   • Date acknowledged
   • Method (email, letter, phone, in-person)
   • Who sent/made acknowledgment
   • Any notes
5. Save
6. Donation removed from unacknowledged queue

Acknowledgment Best Practices

Timing Guidelines

Within 24 Hours:

• First-time donors
• Major gifts ($1,000+)
• Memorial/honor gifts
• Pledges that arrive

Within 48 Hours:

• Regular donors
• Recurring donation payments
• Designated gifts
• Online donations

Within 7 Days:

• All other donations
• General fund gifts
• Small amounts

Personalization Elements

Make acknowledgments meaningful:

• Use donor's name: Not "Dear Friend"
• Reference specific gift: Amount or "generous gift"
• Mention purpose: If designated
• Show impact: What their gift will accomplish
• Express genuine gratitude: Heartfelt thanks
• Include details: Date received, receipt number

Communication Methods

Choose appropriate channel:

Email

• Fast and efficient
• Good for regular donors
• Include PDF receipt if needed
• Track open rates

Printed Letter

• More personal feel
• Good for major donors
• Can include signature
• Keep on file

Phone Call

• Most personal
• For major donors
• First-time large gifts
• Special circumstances

In-Person

• Highest impact
• Major donors only
• Special relationships
• Celebratory occasions

Receipt vs. Acknowledgment

Tax Receipt

Formal document with:

• Organization tax ID
• Donation amount and date
• Tax-deductible statement
• Goods/services disclosure
• Receipt number

Generated using Issue Receipt function in All Donations.

Acknowledgment

Thank-you communication:

• Expression of gratitude
• Can be informal
• Builds relationship
• Encourages future giving

Special Acknowledgment Situations

First-Time Donors

Give extra attention:

1. Thank within 24 hours
2. Welcome them to partnership
3. Explain what happens next
4. Share how gift will be used
5. Invite ongoing engagement
6. Make great first impression

Major Donors

Go beyond standard acknowledgment:

1. Personal phone call in addition to letter
2. Handwritten note from leadership
3. Face-to-face thank-you if possible
4. Specific impact report
5. Special recognition (if desired)

Memorial/Honor Gifts

Handle with sensitivity:

1. Acknowledge the person honored/memorialized
2. Express condolences or celebration
3. Notify honoree's family (if appropriate)
4. Use respectful, appropriate tone
5. Share how gift will honor their memory/name

In-Kind Donations

Acknowledge non-cash gifts:

1. Describe items donated
2. Thank for generosity
3. Explain how items will be used
4. Note tax receipt requirements
5. Don't provide valuation (donor's responsibility)

Tracking and Reporting

Acknowledgment Metrics

Monitor these indicators:

• Average Time to Acknowledge: Goal under 48 hours
• Acknowledgment Rate: Target 100% within 7 days
• Overdue Queue: Donations waiting 7+ days
• First-Time Donor Response Time: Critical for retention

Reports Available

• Acknowledgment Backlog: By age of donation
• Acknowledgment History: Sent communications
• Method Breakdown: Email vs. letter vs. phone
• Unacknowledged by Amount: Large gifts needing attention

Automation Considerations

Automated Thank-Yous

Some organizations auto-send emails:

Advantages:

• Immediate acknowledgment
• Consistent process
• Efficient for high volume
• Never forgotten

Disadvantages:

• Can feel impersonal
• Less relationship-building
• May lack personalization
• Generic messaging

Best Practice: Auto-acknowledge small gifts, personalize large gifts

Workflow Automation

Set up systems to:

• Alert team of new unacknowledged donations
• Escalate old unacknowledged gifts
• Assign acknowledgments to team members
• Track who sent what
• Remind about follow-up

Managing the Queue

Daily Review

Each day:

1. Check unacknowledged donations
2. Prioritize by age and amount
3. Send acknowledgments
4. Mark as complete
5. Keep queue under 3 days old

Weekly Audit

Each week:

1. Review aging unacknowledged donations
2. Ensure nothing over 7 days old
3. Follow up on any issues
4. Assess acknowledgment process
5. Improve workflows as needed

Templates and Examples

Standard Thank-You Template

Dear [Donor Name],

Thank you for your generous gift of [amount/or "generous gift"] to [Organization Name]. Your support of [purpose/general mission] is deeply appreciated.

Your donation will [specific impact - what it will accomplish].

We are grateful for partners like you who make our work possible. Thank you for your commitment to [mission].

With gratitude,
[Name/Title]
[Contact Information]

Tax Receipt: [if applicable, reference receipt number]

Customize for:

• First-time donors (welcome language)
• Major donors (more personal detail)
• Recurring donors (acknowledge ongoing support)
• Memorial gifts (appropriate sensitivity)

Related Pages

• All Donations - Issue receipts and mark acknowledged
• Donations by Partner - Review donor acknowledgment history
• Pending Donations - Acknowledge pledges when received
• Recurring Donations - Thank recurring donors regularly

Compliance and Documentation

Record Keeping

Maintain records of:

• Date acknowledgment sent
• Method of acknowledgment
• Who sent it
• Copy of communication (if possible)
• Donor's response (if any)

Audit Trail

System should track:

• When donation entered
• When acknowledged
• Time elapsed
• Method used
• Who performed acknowledgment

Tips for Success

• Acknowledge Promptly: Don't let donations sit unacknowledged
• Be Genuine: Authentic gratitude resonates
• Personalize: Use details from the donation record
• Share Impact: Show what gifts accomplish
• Keep It Simple: Don't overthink, just say thank you
• Be Consistent: Acknowledge every gift, every time
• Follow Up: Build on acknowledgment with ongoing communication

Need Help?

If you need assistance:

• Contact your development team for acknowledgment templates
• Ask your finance team about receipt requirements
• Refer to donor communication policies
• Consult your supervisor about acknowledgment procedures