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Gift Entry timing

Former Member
Former Member $organization
Hello! We are evaluating our gift entry and acknowledgement process and wonder what other companies are doing. We currently wait for the mail to come in the afternoon and enter our gifts that same day. That way, we can run our acknowledgement letters the next day in the morning and start circulating them for approvals and signatures. The tricky part of that process is that the mail never comes at the same time, so often our gift entry person is entering gifts at the very end of the day and it is hard for her to plan her time accordingly. Do other companies enter gifts the same day they are received or does anyone wait until the next morning to enter the previous day's gifts? We are thinking if we switch to doing it that way, we would delay the acknowledgements by a whole day. Thanks! Jennifer
  • $organization
    Jennifer, We really try to make sure that gifts are entered on the day of receipt (barring unforeseen circumstances) and then acknowledgment letters are printed for those gifts the following morning so that they go out with the mail on that day. Based on the amount of money received, we will also do an immediate email acknowledgment as needed. Thank you, Brian
  • $organization
    We have a policy to get gifts entered and acknowledgements sent within 1 week of receipt.
  • $organization
    We have a policy to get gifts entered and acknowledgements sent within 1 week of receipt.
  • $organization
    We used to get the mail in the afternoon and deal with the same issues; however, we are currently in a temporary home while our building is being renovated and because of that the mail is delayed a day as it still gets delivered to the old building. That delay has made a huge difference in getting everything in because we get the mail in the morning and have all day to process it. This is especially helpful since my gift entry person is hourly, which may not be a consideration for you. The donors don't know it's been delayed a day and they still get their letter in less than a week.
  • $organization

    We strive to get all gifts entered and thanked within the week they are received.

     

    Marie

     

    ---

    Marie Kocher | Development Assistant

    Kansas City Ballet | Todd Bolender Center for Dance & Creativity

    500 W. Pershing Road, Kansas City, MO 64108

    816.216.5582 (D) | 816.931.2232 x1382 (O) | 816.931.1172 (fax)

    kcballet.org

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Jennifer Dubin
    Sent: Wednesday, January 25, 2017 2:38 PM
    To: Marie Kocher <mkocher@kcballet.org>
    Subject: [Tessitura Development Forum] Gift Entry timing

     

    Hello! We are evaluating our gift entry and acknowledgement process and wonder what other companies are doing. We currently wait for the mail to come in the afternoon and enter our gifts that same day. That way, we can run our acknowledgement letters the next day in the morning and start circulating them for approvals and signatures. The tricky part of that process is that the mail never comes at the same time, so often our gift entry person is entering gifts at the very end of the day and it is hard for her to plan her time accordingly. Do other companies enter gifts the same day they are received or does anyone wait until the next morning to enter the previous day's gifts? We are thinking if we switch to doing it that way, we would delay the acknowledgements by a whole day. Thanks! Jennifer




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  • $organization

    Hi Jennifer,

     

    Our mail come between 11am and noon so we try to enter gifts the same day but if the volume is too much (or if gifts are given to other fundraisers or staff members prior to getting to me (our gift entry person), then some gifts get entered the next day.  We haven’t had a problem with this.

     

    Our bigger concern is how long it sometimes takes for devo staff members to review and make any customizations to letters and getting the signatory to personally sign them. We are trying to streamline this process by A.) adding in more complex merge fields to deal with more of the special added/customized language, B.) have fundraisers call or send a supplemental communication if they feel the standard letter really isn’t enough – this way donors get a more personal thank you and our acknowledgements spend less time on peoples desks, and C.) having different signatories for different levels of giving so that no one person is overwhelmed with letters they need to sign.

     

    Laurel

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Jennifer Dubin
    Sent: Wednesday, January 25, 2017 12:41 PM
    To: lskehen@calperformances.org
    Subject: [Tessitura Development Forum] Gift Entry timing

     

    Hello! We are evaluating our gift entry and acknowledgement process and wonder what other companies are doing. We currently wait for the mail to come in the afternoon and enter our gifts that same day. That way, we can run our acknowledgement letters the next day in the morning and start circulating them for approvals and signatures. The tricky part of that process is that the mail never comes at the same time, so often our gift entry person is entering gifts at the very end of the day and it is hard for her to plan her time accordingly. Do other companies enter gifts the same day they are received or does anyone wait until the next morning to enter the previous day's gifts? We are thinking if we switch to doing it that way, we would delay the acknowledgements by a whole day. Thanks! Jennifer




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

  • $organization

    Being the solo gift entry person, I try to process and get the receipts out within the same week. We stopped sending letters and have pre-printed thank you post cards that are the dimensions of a #9 envelope. We have the Artistic Director, Executive Director or our Annual Fund Manager write a note on the card, depending on the gift amount. Wearing a lot of data  hats in Development, there are times when I don’t get the gifts processed in a timely fashion

     

    Michael Joyal
    Direct 204 954 6411

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Laurel Skehen
    Sent: January-25-17 3:48 PM
    To: mjoyal@royalmtc.ca
    Subject: RE: [Tessitura Development Forum] Gift Entry timing

     

    Hi Jennifer,

     

    Our mail come between 11am and noon so we try to enter gifts the same day but if the volume is too much (or if gifts are given to other fundraisers or staff members prior to getting to me (our gift entry person), then some gifts get entered the next day.  We haven’t had a problem with this.

     

    Our bigger concern is how long it sometimes takes for devo staff members to review and make any customizations to letters and getting the signatory to personally sign them. We are trying to streamline this process by A.) adding in more complex merge fields to deal with more of the special added/customized language, B.) have fundraisers call or send a supplemental communication if they feel the standard letter really isn’t enough – this way donors get a more personal thank you and our acknowledgements spend less time on peoples desks, and C.) having different signatories for different levels of giving so that no one person is overwhelmed with letters they need to sign.

     

    Laurel

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Jennifer Dubin
    Sent: Wednesday, January 25, 2017 12:41 PM
    To: lskehen@calperformances.org
    Subject: [Tessitura Development Forum] Gift Entry timing

     

    Hello! We are evaluating our gift entry and acknowledgement process and wonder what other companies are doing. We currently wait for the mail to come in the afternoon and enter our gifts that same day. That way, we can run our acknowledgement letters the next day in the morning and start circulating them for approvals and signatures. The tricky part of that process is that the mail never comes at the same time, so often our gift entry person is entering gifts at the very end of the day and it is hard for her to plan her time accordingly. Do other companies enter gifts the same day they are received or does anyone wait until the next morning to enter the previous day's gifts? We are thinking if we switch to doing it that way, we would delay the acknowledgements by a whole day. Thanks! Jennifer




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!