The 5 Important Steps of Proper Gift Entry Procedures

The 5 Important Steps of Proper Gift Entry Procedures

There's a thrill of exhilaration when you have a check in hand. But what do you do with it now? Having a procedure in place for gift entry will ensure that every gift is handled correctly every time, no matter who is logging the gift.

Here are the basic steps involved in proper gift handling and entry.

1. Receive and open the mail. Once the mail arrives, either staff or volunteers may open the mail. Keep checks along with any reply slips, notes, or special correspondence with the check or money order. Attempt to match every donation with a donor name. If anonymous donations arrive (i.e., cash with no reply slip), place a sticky on the cash and write "anon" on it. Once the mail has been opened, the envelopes may be thrown away. Try to keep stacks of donations for particular campaigns together as it makes gift entry easier.

2. Find/Enter a record in your software. Avoid duplicate donor records if possible. Always attempt to look up a donor first before entering the name into your software (looking up a record by record number is the best way to ensure that a record isn't duplicated). Once you find the record, check to see if the information on the check is all captured in the computer and that it is correct. When entering a new record, record as much information as possible from the check, including both names (Mr. and Mrs.) and the phone number. If the record you are entering is a business, church, o other similar group make sure to note that on the donor record.

3. Enter a gift. Credit the gift to the person who signs the check. Make sure to credit the appropriate campaign, fund, and gift source code for a gift. All gifts should be entered and checks deposited within 3 days of their receipt. Make a note of any memorial or honorarium information for inclusion in the next newsletter (include the name of the donor and the person being honored or remembered).

4. Handle large or important gifts. For any gift that is considered a major gift or comes from a special donor, make a note of the gift and follow up appropriately with a personal phone call or hand-written note.

5. Thank the donor. Prepare and send a personalized Thank You letter to each donor within 48 hours of receiving a gift. Add personal notes on the letters of people you know. Sign each letter and use blue ink so the donor knows it's a real signature and not a digitized one.

Want more practical tips and ideas for successful fundraising? Get the twice-monthly "Bright Ideas for Fundraising" athttp://www.getfullyfunded.com

(c) Sandy Rees, CFRE

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