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 giving underneath. Follow the steps below in order.

Open the Donor Reports page

1. Navigate to the Donor Reports page.
   • On the Navigation Bar, expand Offering, expand Reports, and select Donor.
     -or-

   • On the Offering home page, select Donor from the Reports card.
      

     

2. Select Pledge Statement Report from the Select a Donor Report drop-down.
   • The report's fields appear in three columns. The left column decides who receives a statement, the middle column composes the letter, and the right column lists the family groups to include.

Choose who receives a statement

1. Set Run Report For to 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. Click Select a Fund and choose your pledge campaign. Only pledges to this fund appear.
   • Type part of the fund name in the field to filter the list.
3. Set Statement Month and enter a four-digit Statement Year.

4. Check the groups you want under Select one or more Family Groups. For a standard mailing, Active is the usual choice.

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

5. To skip donors who have already paid in full, check Only pledges with a balance.
   • To also skip very small balances, check the box next to Minimum Balance and enter an amount. This box stays unavailable until you check Only pledges with a balance.

Choose which pledges appear

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

Set the statement dates

1. Enter a date in Statement Date, or click its calendar icon and pick one. This is the date carried 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 default to today, so check them when you are producing statements for a past month.

3. Scroll to Scheduled Contribution and choose how to handle the next payment.
   • Use Installment Amount from pledge prints the installment amount as the pledge defines it. This is selected by default.
   • 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.

Compose the letter

1. Use the four 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 is the image printed across the top of the page.
   • Body of Statement is the letter text.
   • Signature is the signature image printed below the letter.
   • Printed Name is the typed name printed with the signature.
2. Check Print Labels if you want mailing labels along with the statements.

3. Note: Every donor report needs a Body of Statement selected. A statement with nothing selected here arrives with no message. To create or edit these four pieces, see How to configure donor reports: Signature, Letterhead, Body of Statement, Printed Name.

4. Note: If the letter text runs onto a second page, try changing the font, reducing the font size, or removing space added between paragraphs.

Finish the address line and the giving summary

1. Click the Configuration Gear in the upper right of the Donor Reports page and select Contents.

   

2. On the Statements tab, select a Mailing Name Type. This is how the donor is addressed, and the choices follow your Run Report For selection.
3. Choose an IRS Disclaimer option, or select Omit disclaimer.
   • A preview appears below each letter piece on this tab, so this is the quickest way to confirm the letter before you run the report.
4. Open the Column Selection and Ordering tab and check the columns you want in the giving summary.
   • The available columns are Fund Name, Contribution Date, Contribution Type, Check Number, Contribution Amount, On Behalf Of, and Contribution Type Code.
   • Drag the handle at the left of any row to change the column order.

5. Click Save & Close.

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

Review the report filters

1. Click the Configuration Gear again and select Filters.
2. On the Include Contribution Types tab, check any payment types you want counted that are currently unchecked.
   • Most traditional types are checked by default. Digital wallet types such as Apple Pay, PayPal, Venmo, and Google Pay are unchecked.
3. On the Other Filters tab, uncheck any group you do not want to print.
   • All boxes are checked by default, so everyone is included. Unchecking Include families with blank street addresses or Include families with blank or invalid zip codes leaves out families you could not mail anyway.
   • The remaining options cover families with Send Mail unchecked, families that specified Do Not Solicit, zero dollar contribution line items, and non-tax-deductible contributions.

4. On the Include Fulfillment Methods tab, check the statement preferences you want to reach.

   Note: Only Paper Statements and Unknown (Parish) are checked by default. A printed run leaves out anyone set to Email Statements or No Statements until you check those boxes. This is the most common reason a run produces fewer statements than expected.

5. Click Save & Close.

Run the report and download the statements

1. Confirm every field marked with an asterisk is filled in: Run Report For, Select an Option, Select a Fund, Statement Month, Statement Year, Statement Date, and Contribution Scheduled for. Also check at least one family group.
2. Click the Export icon in the upper right of the Donor Reports page, immediately to the right of the Configuration Gear.
3. Select PDF or Excel.
   • Select PDF for statements you are printing and mailing, since that version carries the letterhead, letter, and signature.
   • Select Excel if you want the giving data 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.

Updated September 23, 2026 21:16