Contents - Index

Viewing/Printing Letters
    (Requires the purchase of the Letters/Emails/Text Messages module)


When you need to send a letter to your donors you can do it without using a word processor.  For example you can send a thank you letter when you receive a donation.  Or send a reminder letter to people who have not given in the last 3 months.

First you need to setup your letters by clicking on the Mailings icon and choosing Setup Letters....  For more info on custom letters click here.

You also need to setup how each donor prefers to be contacted.  Only those donors who want to be contacted by mail, by hand or FAX will get a letter.

To print the letters:

1. Click on the Mailings icon and choose View Letters...

2. Give the donor number or envelope number for one letter, or click the All Donors checkbox for all. If you don't know the donor #, type the first three letters of the donor's last name. (More details about searching by name are here.)  For example: if you have a donor with the last name Graham and with a donor # of GRA 1 just type GRA for the donor #.  When there are several donors with a similar last name you will see a list where you can choose the correct one.

3. Indicate which letter to print.  Letters that have any donation or pledge amounts require a date range.  Letters without donation or pledge amounts do not require a date range.

4. You can choose certain donors depending on whether they gave or not, and whether they pledged or not.  If you are not keeping track of pledges, you will have only two choices:
a) donors who gave
b) donors who did not give

 For each of these you need to give a From and To date.

If you are tracking pledges, you can choose any combination of these:
a) donors who gave and pledged
b) donors who gave but did not pledge
c) donors who did not give but pledged
d) donors who neither gave nor pledged

 For each of these you need to give a To and From date.

Or you can choose donors who fall short on their pledges or those who fullfilled their pledges. You then need to give an As of date. Click here for more about pledges.
Select your choices by holding the mouse over the list for about a second.
In each case you should choose which categories you are looking for. Click on the heading to choose all, none or uncheck the sub-category totals. (Hold your mouse over the heading to see what will happen when you click it.)

5. To print only those donors from a certain city or town, give the name of the city or town.  To select only those outside of a city or town put ! or <> before the city or town.  For example, !Toronto or <>Toronto means outside of Toronto.

6. To print only those donors from a certain province or state, give the name of the province or state.  To select only those outside of a province or state put ! or <> before the province or state.  For example, !OH or <>OH means outside of Ohio.  To sort the donors by country and province/state click on Sort by country and province/state.  After printing the donors, the names for the mailing will still be shown on the screen.  At this point you can get a count of each unique province/state by country.  Click on [Province/State Count] in the menu bar.

7. To print letters for donors with a certain postal/zip code give a range of postal/zip codes to include.  To sort the letters by country and postal/zip code click on Sort by country and postal/zip code.  After printing the letters they will still be shown on the screen.  At this point you can get a count of each unique postal/zip code by country.  Click on [Postal/Zip Code Count] in the menu bar.

8. To print letters for donors from a certain country enter the name of the country. To select only those outside of a country put ! or <> before the country.  For example, !USA or <>USA means outside of USA.

9. If you have entered a title for any donor, it will be shown after the name. Enter which character to put between the name and the title where it says Title Separator.  You have a choice of a blank, a comma, a dash or enclose the title in parentheses.

10. To include only donors who want certain types of tax receipts, choose the type of receipt or whether they want a paper copy or a PDF copy. (near the top right)

11. To print letters for donors of a certain donor type select only the ones you want.  If you use donor characteristics choose which ones to include or exclude.  In each of the list boxes, click on the heading to select all or none of the choices. Above the include/exclude lists, you will see Any or All.  You click on that word to change it. Any means that a donor with any of items checked will included or excluded. All means that a donor with all the items checked will be included or excluded.

12. To print only donors who gave a certain amount, pick what kind of amount you are looking for and give an amount range. You can find the donors who:
a) gave a certain total amount in the date range
b) have a single donation of a given amount (to one or more categories)
c) have a single donation with a given amount to one category
d) pledged a certain total amount per year to one or more categories
e) pledged a certain amount to 1 category per year

13. You have the option of showing donors based on another date range.  You can choose when they were added, their birthday or their expiry date. Choose the kind of date you are looking for, then fill in a range. When you are looking for a birthday, the year can be omitted.  For example, to show everyone with a birthday in March you would type from: Mar 1 to: Mar 31 for the birthday. To chose those whose membership has not expired as of today, type the word none for the expiry 'from date'. To show only those who never donated type none or never for the last donation 'from date'.

14. To show those who have a certain relationship with others, choose what type of relationship you are looking for.  If you only want relationships that began on a certain date, enter a date range. (The year can be omitted.) You can look for those donors who have a relationship with: a) any donor, b) any who died, c) any who died or their family, d) a specific donor or e) a donor or their family.  When you choose a donor who died, you can also provide a date range for the date of death.  In the Donor Information window you indicate the date of death in the Membership Expires: box and choose Died as the reason. (This is only available if you purchased the Relationships & Families module.)

15. You have the option of doing one letter for a family, by making a choice where it says:  One mailing per family addressed to.  What you choose will determine how the family name is shown on the letter.  Suppose John Doe is married to Jane Doe.  You can then show either Mr John Doe, Mr & Mrs Doe, Mr & Mrs John Doe or Mr & Mrs John & Jane Doe.  If the family has children you can add & Family after the name by choosing that option. If you choose Don't do a family mailing, each member of the family will get a separate letter. When the husband and wife have different surnames it will show the full name of each person.  When you are doing a letter to accompany a tax receipt or statement, you should also put a checkmark on: Except those that want separate.  This is because some couples want a separate receipts/statements and so should also get a separate letter.  (This is only available if you purchased the Relationships & Families module.)

16. Click OK or press Enter.  The first letter will then be shown on the screen.  Press Page Down or click on [Next] in the menu bar to see each letter.

17. To edit the letter, go to the menu bar click on [Edit Format].  A new window to the right will appear where you can edit the letter.  Stop typing any changes for 2 seconds and the letter will show what you changed.  If a command you are typing is incomplete you will see an error message.  Finish entering the command, making any corrections and then the letter will be displayed.

18. Click on [Print] in the menu bar then click OK.





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