RECORDING AND ACKNOWLEDGING GIFTS

It is important that the system for posting gifts, their receipt and acknowledgment be set up and ready to go before anyone is asked to give. These functions, often referred to as “gift processing,” will be centralized to ensure uniform categorizing and timely acknowledgment. The generation of needed reports on pledge progress is also a function of this activity.

Basically this is the flow of money, records, and acknowledgments.

Individuals make their decisions and send their gifts with their commitment form. Most of these will be checks but may be stocks, insurance policies, bequests, and other forms of gifts and possibly pledges.

  1. As money is received checks should be copied, the check deposited in the bank and the copy used for entering the gift into the database. Copies should be filed according to individual giver. Hopefully, the giver will have returned the enclosure form that is part of the gift envelope package.
  2. Information about each gift is entered in the database. This information should include the following: date gift was received, name of giver, amount of gift, giver’s address, and whether the gift is in honor or memory of someone. The giver’s name should already be in the database but the address should be checked and updated if necessary.
  3. The acknowledgment letter is prepared. Acknowledgment letters should include the amount of the gift. If the individual has made a pledge, the amount of the pledge and manner in which it will be paid (monthly, quarterly, stock, insurance, etc.) should be clearly stated in the letter, along with the name, phone number and/or e-mail address of the person to contact if the information is incorrect. Ideally, these letters are mailed within 48 hours of receipt of the gift. Though standardized letters are acceptable, if it seems appropriate to draft a special letter for some gifts, please do so. Efficiency should never take priority over the need to develop relationships with those whose heart for ministry is growing.
  4. A copy of the signed acknowledgment letter is filed.
  5. At regular intervals (daily or weekly) the total amount of gifts entered into the database are reconciled with the total deposited in the bank.

Adapted from The Alleluia Fund:  A Guide for Dioceses and Congregations