Why End-of-Year Giving Statements Matter
End of year giving statements are more than paperwork, they are:
- IRS compliant records for your donors’ tax returns
- A thank-you touchpoint that strengthens donor relationships
- A ministry moment to reflect on how giving impacted the mission
According to Internal Revenue Service (IRS), nonprofits must provide written acknowledgment for contributions of $250 or more for donors to claim deductions.
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A complete giving statement should contain:
- Church name, address, and contact info
- Donor’s full name and mailing/email address
- Total amount donated during the year
- Date and description of each contribution (optional but recommended)
- Statement clarifying whether goods or services were received in exchange
- IRS acknowledgment language
- A personal thank-you message from the pastor or church leadership
Church End-of-Year Giving Statement Template (Copy & Paste)
Here’s a sample template you can use or adapt:
[Church Name]
[Church Address]
[City, State ZIP]
[Phone] | [Website]
Date: [Month Day, Year]
To: [Donor First & Last Name]
Address: [Street, City, State ZIP]
Dear [Donor First Name],
Thank you for your faithful generosity throughout [Year]. Your giving has allowed us to [brief mission impact, e.g., “support 14 local families in crisis, host 22 youth nights, and fund 3 global missions.”]
Total Contributions for [Year]: $[Total Amount]
According to our records, your contributions were received on the following dates:
[MM/DD/YYYY] – $[Amount] – [Gift Description]
[MM/DD/YYYY] – $[Amount] – [Gift Description]
(Include this table or remove it if providing only total amounts.)
Tax Acknowledgment Statement:
No goods or services were provided in exchange for your contribution other than intangible religious benefits.
We are deeply grateful for your partnership in this ministry. Your generosity fuels everything we do together.
With gratitude,
[Pastor’s Name]
[Title]
[Church Name]
Optional Add-Ons for Your Statement
- Charts or impact stats (e.g., total outreach projects funded)
- A year-in-review photo or design element
- A Bible verse or devotional reflection
- QR code to make a new donation or join recurring giving
👉 Keep the design clean and the tone warm and personal.
IRS Language Requirements (Quick Checklist)
According to Internal Revenue Service Publication 1771, a proper acknowledgment should include:
- Name of the organization
- Amount of cash contribution
- Description of any non-cash contribution
- Statement that no goods or services were provided, or a description of those that were
- Good faith estimate of the value of goods or services (if any) provided in return
If your church provides goods or services in exchange for part of the gift, the statement must separate deductible and non-deductible amounts.
Best Practices for Sending Church Giving Statements
1. Send Early (Mid-January)
Help your members file taxes smoothly.
2. Offer Both Print and Digital Options
- Email PDFs to donors with valid email addresses.
- Mail printed copies to others.
3. Personalize Every Statement
- Use their name.
- Add a short note or signature from a pastor or ministry leader.
4. Be Clear and Simple
Avoid legal jargon. Use plain language and IRS wording exactly as required.
5. Include a “Next Step” CTA
- “Set up recurring giving”
- “Join our vision for 2025”
- “Serve on a ministry team”
Pro Tip: Automate the Process
Manual giving statements are time-consuming. Many churches automate this with platforms like:
- CharityAuctionsToday (donation reporting & receipts)
- Planning Center
- Pushpay
- Tithe.ly
Automation ensures accuracy and saves your staff hours of work.
Giving Statement Variations (Examples)
Short Version (Minimalist)
Perfect for small churches or email receipts:
Dear [Name],
Thank you for supporting [Church Name] in [Year]. Your total giving was $[Amount].
No goods or services were provided in exchange for these gifts other than intangible religious benefits.
We’re grateful to walk in faith with you.
[Pastor Name]
Narrative Version (Story-Driven)
Ideal if your church wants to inspire and retain donors:
Your generosity made [specific impact] possible in [Year]. We couldn’t do this without you. As we enter a new season, we’re excited to continue reaching our community together.
Thank you for sowing into the Kingdom.
Suggested Bible Verses to Include
- 2 Corinthians 9:7: “God loves a cheerful giver.”
- Luke 6:38: “Give, and it will be given to you…”
- Proverbs 11:25: “A generous person will prosper…”
- Matthew 6:21: “Where your treasure is, there your heart will be also.”
Glossary of Key Terms
- Giving Statement: Year end summary of donations for tax and stewardship purposes.
- Acknowledgment Language: Required wording to comply with IRS rules.
- Recurring Giving: Automatic, regular donations from church members.
- In-Kind Gift: A non-cash contribution (e.g., equipment, services).
- Tax Deductible Gift: A donation eligible for federal tax deductions.
Final Thoughts
An end-of-year giving statement is more than a receipt. It’s a powerful communication tool that blends:
- Gratitude
- Compliance
- Vision casting
With a clear template and process, your church can honor donors, build trust, and prepare for a strong year of ministry ahead.
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Frequently Asked Questions
What is an end-of-year giving statement for churches?
It’s a donor summary your church sends after the tax year ends that lists each contributor’s total tax-deductible gifts (and, if you choose, a transaction list) plus a simple statement about whether goods or services were provided in exchange.
What information should our church include on the statement template?
Include church name, address, and contact info; donor name and address; date range (January 1–December 31); total contributions; optional itemized gifts; and a goods-&-services disclosure (e.g., “No goods or services were provided, other than intangible religious benefits”).
When should we send end-of-year giving statements to donors?
Aim to deliver statements by January 31 for the prior calendar year so donors have documentation in time for tax preparation. Many churches also send a preview or confirmation email in early January to verify addresses.
Do we need to list every donation or just the annual total on the statement?
Either works. A total is sufficient for many donors, but an itemized list improves clarity and reduces follow-up questions. Your template can offer both: a clear total plus a line-by-line appendix or attachment.
How do we handle gifts in kind or non-cash donations on statements?
Describe the item or service received without assigning a dollar value. Note that donors are responsible for valuing non-cash gifts. Keep separate records for vehicles or items with special reporting requirements in your area.
Can we email year-end giving statements, or do they need to be mailed on paper?
Email delivery is common and convenient if you have donor consent and accurate addresses. Offer a paper option upon request and keep a record of delivery (sent email, download log, or postal receipt).
What wording should we use for the goods-&-services disclosure on church statements?
A common line is: “No goods or services were provided in exchange for these contributions, other than intangible religious benefits.” If benefits were provided (banquet tickets, merch), note the fair market value and show the deductible portion separately.
How should we handle address changes or returned statements from donors?
Add a short note on the statement email/page asking donors to confirm contact info. For returned mail, reach out via phone or email to update records and resend promptly via the donor’s preferred method.
Can we include pledge summaries or campaign designations on the statement template?
Yes. Many churches include a section for designated funds (missions, building, benevolence) and an optional pledge vs. given summary. Keep the tax-deductible total clear and separate from pledges or non-deductible transactions.
What’s the easiest way to generate and send statements for all donors at once?
Use your giving platform’s batch statement tool to merge donor data into a standardized template, then deliver via email with a secure link or print-ready PDFs. Store copies in your admin files for audit and donor support requests.
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