| Getting a gift from a donor is a wonderful thing. | | | | computer and that it is correct. When entering a new |
| There's a thrill of exhilaration when you have a check | | | | record, record as much information as possible from |
| in hand. But what do you do with it now? Having a | | | | the check, including both names (Mr. and Mrs.) and |
| procedure in place for gift entry will ensure that | | | | the phone number. If the record you are entering is a |
| every gift is handled correctly every time, no matter | | | | business, church, o other similar group make sure to |
| who is logging the gift. | | | | note that on the donor record. |
| Here are the basic steps involved in proper gift | | | | 3. Enter a gift. Credit the gift to the person who |
| handling and entry. | | | | signs the check. Make sure to credit the appropriate |
| 1. Receive and open the mail. Once the mail arrives, | | | | campaign, fund, and gift source code for a gift. All |
| either staff or volunteers may open the mail. Keep | | | | gifts should be entered and checks deposited within |
| checks along with any reply slips, notes, or special | | | | 3 days of their receipt. Make a note of any memorial |
| correspondence with the check or money order. | | | | or honorarium information for inclusion in the next |
| Attempt to match every donation with a donor | | | | newsletter (include the name of the donor and the |
| name. If anonymous donations arrive (i.e., cash with | | | | person being honored or remembered). |
| no reply slip), place a sticky on the cash and write | | | | 4. Handle large or important gifts. For any gift that is |
| "anon" on it. Once the mail has been opened, the | | | | considered a major gift or comes from a special |
| envelopes may be thrown away. Try to keep stacks | | | | donor, make a note of the gift and follow up |
| of donations for particular campaigns together as it | | | | appropriately with a personal phone call or |
| makes gift entry easier. | | | | hand-written note. |
| 2. Find/Enter a record in your software. Avoid | | | | 5. Thank the donor. Prepare and send a personalized |
| duplicate donor records if possible. Always attempt | | | | Thank You letter to each donor within 48 hours of |
| to look up a donor first before entering the name | | | | receiving a gift. Add personal notes on the letters of |
| into your software (looking up a record by record | | | | people you know. Sign each letter and use blue ink so |
| number is the best way to ensure that a record isn't | | | | the donor knows it's a real signature and not a |
| duplicated). Once you find the record, check to see if | | | | digitized one. |
| the information on the check is all captured in the | | | | |