Now that it is November (how did this happen?), your organization is probably thinking about how to finish the year strong and prepare for a successful 2025. We have put together some information to help you navigate this time of year with an end-of-the-year checklist for nonprofits. Let’s get these boxes checked off!
Thank Your Donors and Volunteers
November and December are the perfect months to send heartfelt thank you messages to your donors, volunteers, and board members. Pull updated mailing lists! Personalized notes of appreciation to those who support your organization and mission will be appreciated and keep you top of mind during this busy time of year.
Send Charitable Contributions Written Acknowledgment
Nonprofits are required to send a donor acknowledgement letter when a donor gives $250 or more in one calendar year. Donors need these letters to claim tax deductions for the gifts they contribute to your organization.
The letters must contain the following information:
- name of the organization;
- amount of cash contribution;
- description (but not value) of non-cash contribution;
- statement that no goods or services were provided by the organization, if that is the case;
- description and good faith estimate of the value of goods or services, if any, that organization provided in return for the contribution; and
- statement that goods or services, if any, that the organization provided in return for the contribution consisted entirely of intangible religious benefits, if that was the case. (1)
Start the Year-End Fundraising Push
At least 30% of annual giving occurs in December, and 10% happens the last 3 days of the year. The Chronicle of Philanthropy article “Tips and Tools to Maximize Year-Long Giving” (2) warns that new tax laws may affect American giving this year. Doubling of the standard tax deduction of 12,000 for individuals and 24,000 for couples means that fewer people may itemize their tax deductions. You may want to use subject lines that are unrelated to tax incentives this year.
Nonprofit Source’s website provides valuable charitable giving statistics that can help you plan your campaigns. Learn what age group donates the most and through what platforms, so you can identify the best ways to reach them. (3) If possible, secure matching gifts from corporate sponsors. Make it a goal to turn supporters into recurring donors.
Tell Your Stories
Find your best stories. Look for clients you can feature in those End of the Year appeals. Work to capture anecdotal stories or quotes to make your mission come to life. A compelling story highlights a need and can be more motivating than general appeals for support. When people see how their contributions can impact a person’s life, they will want to contribute to your efforts. Many of our clients effectively share human success stories on their websites.
Stories and videos convey your core values and mission in a memorable way, helping potential supporters understand what makes your organization unique. Read more about effective storytelling here. Don’t forget to share these stories and videos on your social media channels!
Prepare Your Annual Reports
Work with staff to ensure all data is current for end of year reports. Even if you are on a different fiscal year, you may need to put out an Annual Report for the calendar year. Prepare important data metrics, such as targets you reached.
These reports can be geared toward individuals donors, foundations, or other audiences. The National Council of Nonprofits suggests documenting what your organization has accomplished in the past year but also think about including a vision of what lies ahead. Include photos, financial reports, and acknowledge contributions. Annual reports allow you to be transparent about your organization’s finances, share outcomes, and build trust with your audience. (4)
Report Any Necessary Grant Information
Grantors often use the calendar year for their reporting deadlines, which means your organization needs to report the use of your grants by the end of the year. Be sure to check your grant requirements, so you don’t miss any deadlines.
We at Provisio recommend using Salesforce for grant management. You can track grant amounts, fund allocations, and expenditures and easily build reports on active grants. As an added feature, you can automate workflow notifications that will create alerts for grant milestone dates, so you won’t miss any end-of-the-year checklist deadlines. Read more here!
Look Back at Your Annual Plans
Often, the calendar year end is a halfway point to measure against annual plans and budgets. This is a good time to “true-up” the plan and make any necessary changes.
Assess your progress against goals. See if you are meeting key milestones and objectives set at the beginning of the year. Adjust for project delays. This will allow you to reallocate resources, if necessary. Unexpected changes, such as shifts in funding or external events, can affect your priorities. A mid-year review allows you to reassess budgets and any fundraising plans that may be necessary.
Celebrate Your Achievements!
And finally, don’t forget to reflect upon and celebrate all the amazing work you and your team accomplished this year. Every milestone achieved and life impacted is a powerful testament to your mission.
What counts in life is not the mere fact that we have lived. It is what difference we have made to the lives of others that will determine the significance of the life we lead. – Nelson Mandela
Sources
- Charitable Contributions: Written Acknowledgements, IRS.GOV https://www.irs.gov/charities-non-profits/charitable-organizations/charitable-contributions-written-acknowledgments
- “Tips and Tools to Maximize Year-Long Giving,” The Chronicle of Philanthropy. https://www.philanthropy.com/package/tips-and-tools-to-maximize-year-end-giving?sra=true
- “2024 Charitable Giving Statistics,” Nonprofit Source. https://nonprofitssource.com/online-giving-statistics/
- “Nonprofit Annual Reports,” National Council of Nonprofits https://www.councilofnonprofits.org/running-nonprofit/fundraising-and-resource-development/nonprofit-annual-reports
Marjorie lives in Saint Louis, Missouri. She received her Master’s degree in English from Truman State University. Her responsibilities at Provisio Partners include content creation and technical writing.