Develop a Discipleship System
6 Imperatives for Your First Quarter Giving Statements
By Ken Sloane
Local church financial leaders and pastors often wrestle with the decision about producing quarterly giving statements. Some view it as an unnecessary administrative task, while others see it as a meaningful opportunity to engage with their congregation. The truth is, sending quarterly giving statements is not just a good practice—it’s essential for fostering trust, ensuring compliance, and nurturing generosity. Here are six imperatives for your first quarter giving statements:
1. BE SURE TO SAY, 'THANK YOU!'
Never underestimate the power of gratitude. Your donors give out of faith, commitment, and generosity; acknowledging their gifts with a heartfelt "thank you" is both courteous and encouraging. A statement that begins with a genuine expression of thanks reminds donors that their contributions matter. Personalize the message, if possible, even if it’s as simple as using the donor's name or adding a note of appreciation.
2. AVOID STATEMENTS THAT LOOK LIKE A BILL
Don't send your donors something that looks like a bill. If you can design or select a format that resembles an investment report rather than a past-due notice, it can make a big difference. No one wants to receive a quarterly giving statement that screams, "This is what you owe." If your software allows for a transactional report only, consider exporting your giving data to a spreadsheet and merging it with a word processor document to create a narrative, engaging giving statement.
Never underestimate the power of gratitude. Your donors give out of faith, commitment, and generosity; acknowledging their gifts with a heartfelt "thank you" is both courteous and encouraging.
3. FULFILL IRS REQUIREMENTS FOR CHARITABLE CONTRIBUTIONS
Beyond gratitude, there are legal obligations to consider. The IRS requires charitable organizations (Pub. 526) to acknowledge donations “in a timely manner” (quarterly and even annual statements fulfill this requirement). Statements should include the donor's name, date, and amount of each contribution, and a statement affirming whether the donor received goods or services in exchange for the gift. Providing this documentation proactively helps your members prepare for tax season without additional requests.
4. PROVIDE AN OPPORTUNITY TO CONFIRM GIFT ACCURACY
Errors in gift recording can happen despite the best of intentions. Quarterly statements allow donors to review their contributions and confirm that their gifts have been recorded accurately and promptly. Inviting members to report discrepancies ensures financial accuracy and demonstrates the church’s commitment to stewardship and transparency.
5. IDENTIFY NON-DEDUCTIBLE CONTRIBUTIONS
Not all gifts to the church are tax-deductible. Contributions for events, goods, or services often fall into this category. Identifying these amounts on quarterly statements helps donors distinguish between deductible and non-deductible gifts. Some of your members (age 70+) may be making gifts directly from their IRA, called Qualified Charitable Distributions (QCDs), avoiding tax on the withdrawals but not eligible for deduction. Thanks are definitely in order, but the non-deductible nature of the gift should be noted. Providing this clarity protects the integrity of your records and supports your donors' tax preparations.
6. SHARE A STORY OF IMPACT AND CAST A VISION FOR THE FUTURE
Numbers tell one story, but impact stories inspire action. Use your statement to share a brief, compelling narrative about how the congregation's generosity has made a difference. Highlight a ministry success, a mission accomplishment, or a community outreach effort. Then, cast a vision for what’s next—new initiatives, upcoming goals, and the potential for greater impact. Help your donors see how their continued support fuels the church’s mission. If possible, make these stories brief and concise, and include them directly on the giving statement—don't bury them on the back of the page where they might be missed. If that's not possible, include them as a separate PDF or insert. Including a compelling image of "ministry in action" can also leave a lasting impression.
Your first quarter giving statement (as well as the others) is more than a financial summary; it’s a tool for gratitude, accountability, compliance, and vision. By following these six imperatives, you can transform routine communication into a meaningful touchpoint that encourages generosity, builds trust, and inspires your congregation to continue giving with purpose.
Discipleship Ministries staff created this content with the support of AI tools.
Ken Sloane is the Director of Stewardship & Generosity for Discipleship Ministries of The United Methodist Church.
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