For volunteer treasurers of small nonprofits, churches, PTAs and clubs
Year-end donor thank-you letters, done in ten minutes.
Upload or paste your donation spreadsheet. Get one PDF with an IRS-compliant acknowledgment letter for every donor — the $250 rule, the "no goods or services" line, and quid-pro-quo disclosures handled automatically.
On your phone? Your spreadsheet is probably on your computer. Email yourself the link for later.
No account. Files are read right in your browser — donor data never leaves your computer. Your first batch is free — every donor on your list, no card.
Only need the wording? Grab the free IRS-compliant letter template (Word). Church treasurer? Contribution statement rules and template.
Springfield Community Food Pantry PO Box 12, Springfield, IL 62701 January 8, 2027 Maria Alvarez 12 Oak St, Springfield, IL 62704 Dear Maria, Thank you for your generous support of Springfield Community Food Pantry during 2026. Gifts like yours make our work possible. This letter acknowledges the following contributions during 2026: 01/15/2026 $250.00 06/02/2026 $100.00 Total cash contributions: $350.00 No goods or services were provided in exchange for these contributions. Springfield Community Food Pantry is a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code (EIN 12-3456789). Please keep this letter with your tax records. With gratitude, Pat Johnson Treasurer
Download a real sample PDF (year-end statement, two gifts, 5 KB)
1. Upload or paste your spreadsheet
Drop in the .csv or .xlsx file, or copy the cells from Excel, Google Sheets, or a raw export from PayPal, Stripe, Zeffy, Givebutter, Donorbox, QuickBooks, Planning Center, Breeze, Tithe.ly, Bloomerang or Little Green Light. We recognize their column names and skip fees, refunds and totals rows.
2. We add the IRS wording
Every letter includes the elements in IRS Publication 1771: amount or description, date, and the goods-or-services statement.
3. Print, or email everyone at once
One page per donor as PDF or Word, ready to print, fold and mail. Prefer email? Download a mail-merge sheet with every donor's subject and letter body for Gmail or Outlook. Year-end summaries or one letter per gift.
Built for the treasurer who does this once a year
- Year-end summary letters that list every gift and the total — the format donors' tax preparers want.
- Quid-pro-quo gifts (gala tickets, auction items) get the good-faith value and deductible amount spelled out, as required over $75.
- In-kind gifts are described without a dollar value, exactly as the IRS says.
- Church option: 'intangible religious benefits' statement.
- Donor-advised fund grants (Fidelity Charitable, Schwab Charitable, community foundations) are recognized and worded as a thank-you, not a tax receipt — the donor already got their deduction from the fund.
- Flags rows that need attention: refunds or negative amounts, missing dates, gifts over $500 in property, amounts that don't parse. The same donor typed two ways gets one letter.
- Year-end statements only list gifts dated in the tax year you choose — paste a multi-year ledger and the December 2024 check won't sneak onto the 2025 letter. 'Smith, John' becomes 'John Smith'.
- Deterministic templates — no AI writing, so nothing gets invented in a tax document.
One complete set of letters from your own list as PDF, Word (.doc) or email mail-merge (.csv) — re-download it any time. A subscription for more lists is planned; you can join the waitlist after your free batch.
Make my free batchWhich letter do I need?
Most gifts get the standard letter the generator writes. Some payments need different wording — or no tax receipt at all. Find your situation; every page has free copy-paste templates and the IRS rule behind them.
Also: PTAs and boosters, animal rescues, food pantries, volunteer expenses, foundation grants, capital campaigns, matching gifts, memberships, pledges, exporting from QuickBooks, PayPal and Donorbox.
Common questions
Do we really have to send these?
Donors can't deduct a single gift of $250 or more without a written acknowledgment from you. And if a donor received something in return for a payment over $75 (a dinner, tickets), a disclosure statement is required. Most small organizations simply send everyone a year-end letter.
Can I edit the wording?
You can write your own opening and closing paragraphs. The compliance sentences are fixed on purpose — they follow IRS Publication 1771 wording.
What file formats work?
Just paste from any spreadsheet. Tab- or comma-separated text with a header row is ideal, but if there is no header we work out which column is the name, date and amount from the values. Dates like 1/15/2026, 1/15/26, 2026-01-15 — even raw Excel date numbers — and amounts like $1,200 or '$100 (check #1041)' are all fine. A date typed without a year ('12/31') is placed in the most recent year and flagged so you can confirm it. Raw platform exports work too: PayPal (Gross, not Net), Stripe, Zeffy, Givebutter, Donorbox, QuickBooks reports, Planning Center Giving, Breeze, Tithe.ly, Pushpay, Realm, Bloomerang and Little Green Light. Report title lines above the header (the QuickBooks 'Sales by Customer Detail' banner) are skipped, addresses with line breaks inside a cell stay together, and 'Smith, John' becomes 'John Smith'. First-name and last-name columns are joined, 'Non-deductible amount' becomes the goods-and-services value, and refunded, failed or pending rows are set aside instead of getting a letter. No spreadsheet at all? Type one gift per line — 'Maria Alvarez donated $250 on Feb 2, 2026' or just 'John Smith 100' — and columns copied from a PDF or email (separated by spaces) are understood too. If everything lands on a single line, the generator tells you instead of guessing.
Is this tax advice?
No. It's a formatting tool that follows the published IRS elements. Unusual situations (vehicles, stock, gifts over $5,000, foreign donors) deserve a call with your CPA.