Annual Giving Statements

The annual statement is the one document a donor needs at tax time: every tax-deductible gift they made in a calendar year, on one PDF, with your organization’s name on it. This screen shows who gets one, lets you read the exact file before it goes out, and sends the run.

When you’d use this

It is January and your donors need their prior-year giving totals.
A donor asks what they gave last year and you want to see their statement before you answer.
You want to know which donors cannot be emailed, and why, before the run goes out.
You attributed some gifts late and want to check who is now in scope.

Where it lives

Sidebar → Nonprofit → Giving → Annual Statements. You need permission to view donors to open it, and permission to edit donors to send.

The Contributions screen also has a Send annual statements button that brings you here.

Sending a run

Pick the Statement year. The last five years are offered, and last year is selected by default.
Read the four tiles: Donors in scope, Will receive, Already sent, Total covered.
Work the table. Each row shows the donor and email, their tax-deductible total, the number of gifts, and their status.
Press Preview on a row (or click the row) to open the real PDF in a drawer, titled with the year and the donor’s name. The badge shows the gift count and amount, plus the receipt number if the statement already went out.
Either press Send all {n} to email everyone eligible, or tick specific rows and press Send ({n}) in the bar that appears.
Confirm in Send annual statements. The dialog states the year and the number of donors, and reminds you that donors who already received theirs are never emailed twice.
Press Send statements. A summary comes back naming how many were sent, how many were skipped, and how many failed.

If any donor in the run was not sent to, a list above the table names each one and the reason, and they stay ticked so you can fix the cause and try again.

Use the Search donor or email box and the status filter (All donors, Will receive, Already sent, Blocked) to work a long list.

Actions on one donor

Open the ⋯ menu on a donor’s row, or press Preview and use the buttons above the PDF:

Action	What it does
Preview	Opens the real PDF.
Download PDF	Saves the statement, named after the donor and the year.
Send statement	Emails the statement to the address on file. Only for a donor who will receive one.
Resend statement	Emails it again to a donor who already received it, after you confirm.
Send to another email…	Sends it once to an address you type, for example the donor’s accountant, or a donor with no email on file. The address on file does not change. Not offered for an opted-out donor.

Actions on several donors

Tick the rows you want, or use the checkbox in the header to tick every row in the current filter. A bar shows how many are selected and what you can do with them:

Send ({n}) counts only the selected donors who will receive a statement.
Resend ({n}) counts only the selected donors who already received one.
Download PDFs ({n}) saves every selected donor’s statement in one ZIP file. A MANIFEST.json inside lists any donor who had no statement for the year.

Download {n} as ZIP at the top of the page downloads every donor in the current filter.

Arranging the table

Resize, reorder or hide columns from the table’s column menu. Your layout is saved for you and comes back next time. Export saves the roster as CSV or Excel.

Statuses on the table

Status	What it means
Will receive	Eligible and not yet sent. Included in a send.
Already sent	A statement for this year has gone out. A normal send skips them; use Resend statement to email it again.
No email	There is no email address on the donor’s record. Add one on the donor profile, or use Send to another email….
Opted out	The donor unsubscribed. Only they can turn email back on. You can still download their PDF.

Any donor can be ticked, so you can download any statement. The Send action only counts the ticked donors it can actually email.

What is on the statement

One PDF per donor, headed ANNUAL GIVING STATEMENT: {year}, with your organization’s name and logo, the donor’s name, and a table of date, description, how they paid, and amount. It ends with the total tax-deductible figure.

What the figure includes:

Gifts in the calendar year you selected, net of refunds. A partially refunded gift is included at its remaining amount; a fully refunded gift is excluded.
Membership dues at their deductible portion only, not the full dues.
In-kind gifts, listed as “In-Kind Gift (non-cash)”.

What it excludes:

Corporate matching gifts, which belong to the matching company’s return, not the donor’s.
Payments that were never charitable gifts.

The statement also carries the goods-or-services statement the IRS asks for. If the donor received nothing in return during the year, it says no goods or services were provided. If they did, for example a gala seat or membership benefits, it states the total estimated fair market value of what they received and that only the part of their payments above that value is deductible. In-kind gifts are not counted in that value.

Automatic sending

Muin sends the prior year’s statements automatically on 15 January. This is on by default per organization and can be turned off in your nonprofit settings. The automatic run follows the same rules as a manual one, so nobody is emailed twice.

What it affects

Each send stores a statement record for the donor and year, which is what keeps a second send from going out and what makes the statement available in the donor portal.
Donors can download their own statement from the donor portal, so a “please resend” request often needs no action from you.
Attributing a previously unidentified gift after a statement has gone out leaves that donor’s copy out of date. Muin warns you about that at the moment you attribute.

When it goes wrong

“No statements for {year}.” No donor has tax-deductible giving recorded in that year. Check the year selector, and check that the gifts were recorded as donations rather than as payments.

“No donors match this filter.” Clear the search box or choose a different status.

“Could not load the annual statement run. Please try again.” The run could not be built. Reload; an empty table after this message is not a clean run.

A donor shows “Already sent” but says they never got it. Use Resend statement from the row’s ⋯ menu, or Send to another email… if the address on file is wrong. Their copy is also in the donor portal.

A donor shows “Opted out” and you want them to receive it. You cannot turn their email back on from this screen. Re-subscribing is the donor’s own act, and a staff lift happens on the communications Do-Not-Contact tab.

A donor is listed as “Failed, try again” after a send. Something went wrong building or emailing their statement. They stay ticked; press Send again. If it keeps failing, download their PDF and send it yourself.

Next step

For single-gift receipts rather than year-end totals, see Donor Tax Receipts and Recurring Gifts. To check a donor’s giving before you send, open their record from the donor pipeline.