A pledge statement is a letter you send to a donor about a pledge campaign. Each statement prints three parts on one page: your letterhead at the top, a letter addressed to the donor, and a summary of that donor's pledge underneath. Follow the steps below in order.

Open the Donor Reports Page

1. On the Navigation Bar, select Offering.
2. On the Offering home page, select Donor on the Reports card.
   • You can also select Reports in the left navigation menu to expand it, then select Donor.

3. From the Select a Donor Report dropdown, choose Pledge Statement Report.

   The report's fields appear in three columns. The left column decides who receives a statement and which dates it uses, the middle column composes the letter, and the right column lists the family groups to include.

    

Choose Who Receives a Statement

1. From the Run Report For dropdown, choose Families for one statement per household, or Members to work from individual member records.
   • This choice also changes the name options in Report Contents: Families shows family names, and Members shows individual member names.
2. From the Select a Fund dropdown, choose your pledge campaign. Only pledges to this fund appear.
   • Type part of the fund name in the field to filter the list.
3. From the Statement Month dropdown, choose a month.
4. Enter a four-digit Statement Year.

5. Under Select one or more Family Groups, select the groups you want. For a standard mailing, Active is the usual choice.

   Note: If no family group is selected, no statements are produced.

6. To skip donors who have already paid in full, select Only pledges with a balance.
   • To skip very small balances as well, select the box next to Minimum Balance and enter an amount. This box stays unavailable until you select Only pledges with a balance.
7. To print a remittance slip with each statement, select Include remittance slip, then choose any of Add Scanline 2, Add Spanish Translation, Remove Payment Options, and Remove Envelope Number.

Choose Which Pledges Appear

1. From the Select an Option dropdown, choose the entry that matches what you are sending:
   • View Statements scheduled for Statement Month/Year: payments due in the month you set.
   • View Statements for Donors with gifts expected in Statement Month/Year: donors expected to give in that month.
   • View Families who haven't given in Statement Month/Year: people who did not give in that month.
   • View Statements for all givers to the Fund: everyone who has given to the campaign, regardless of month.

Set the Statement Dates

1. Enter a date in Statement Date, or select its calendar icon and pick one. This is the date printed on the statement.

2. Enter a date in Contribution Scheduled for. This is the date used for the next scheduled payment shown on the statement.

   Note: Both dates start as today's date, so check them when you are producing statements for a past month.

3. Under Scheduled Contribution, choose how to handle the next payment:

   • Use Installment Amount from pledge: prints the installment amount as the pledge defines it.
   • Adjust amount for extra or missed payments: accounts for extra or missed payments.
   • Do not print next scheduled payment: leaves the next payment off the statement.

   Note: Use Installment Amount from pledge is selected the first time you open the report, but the choice can be blank when you return, so check that one option is selected.

Compose the Letter

1. Use the dropdowns in the middle column to assemble the letter. The pieces print in this order: letterhead at the top, then the donor's name, then the letter text, then the signature with the printed name below it.

   • Letterhead: the image printed across the top of the page.
   • Body of Statement: the letter text.
   • Signature: the signature image printed below the letter.
   • Printed Name: the typed name printed with the signature.

   Note: Every donor report needs a Body of Statement selected. A statement with nothing selected here arrives with no message. If the letter text runs onto a second page, try changing the font, reducing the font size, or removing space added between paragraphs. To create or edit these pieces, see Configure Donor Reports: Signature, Letterhead, Body of Statement, and Printed Name.

2. If your form shows Family Registration and Family Workgroup in the middle column, set them as well. Family Registration is required and offers Both, Yes, and No.
3. To print mailing labels along with the statements, select Print Labels.

Set the Mailing Name and Disclaimer

1. Select the Configure (gear) icon in the upper-right corner of the Donor Reports page.
2. Select Contents.
3. On the Statements tab, choose a Mailing Name Type. This is how the donor is addressed, and the choices follow your Run Report For selection.
4. Under IRS Disclaimer, choose one of the two disclaimer wordings, or select Omit disclaimer.
   • The Letterhead, Signature, Body of Statement, and Printed Name you chose also appear on this tab, each with a preview below it, so this is the quickest way to check the letter before you run the report.

5. Select Save & Close.

   Note: Save & Close is unavailable until you make a change. Select Cancel to leave without changes.

Review the Report Filters

1. Select the Configure (gear) icon again.
2. Select Filters.
3. On the Include Contribution Types tab, select every payment type you want counted. Check digital wallet types such as Apple Pay, Google Pay, PayPal, and Venmo if your organization takes them.
4. On the Other Filters tab, choose whether to include families with blank street addresses, families with blank or invalid zip codes, families with Send Mail unchecked, zero-dollar contribution line items, and non-tax-deductible contributions. Clearing the two address options leaves out families you could not mail anyway.

5. On the Include Fulfillment Methods tab, select every statement preference you want to reach, such as Paper Statements, Email Statements, Unknown, and Unknown (Parish).

   Note: A run leaves out anyone whose fulfillment method isn't selected. This is the most common reason a run produces fewer statements than expected.

6. Select Save & Close.

Run the Report and Download the Statements

1. Confirm every field marked with an asterisk is filled in: Run Report For, Select a Fund, Statement Month, Statement Year, Statement Date, Contribution Scheduled for, and Select an Option. Also make sure you select at least one family group.
2. Select the Export icon in the upper-right corner of the Donor Reports page, to the right of the Configure icon.

3. Select PDF or Excel:

   • PDF: for statements you are printing and mailing, since that version carries the letterhead, letter, and signature.
   • Excel: if you want the statement content in a spreadsheet instead.

   To compare the two, see How to Determine the Best Export Option for Your Donor Reports.

4. The message "Report is being generated." appears near the top of the page. The file downloads to your browser's usual download location when it is ready. 

   Note: Nothing displays on the Donor Reports page. If you are waiting for the statements to appear on screen, check your downloads instead. If no pledges match your choices, the PDF reads "No data available."

Updated November 09, 2026 21:07