To create preprinted reminders:

  1. In Mail, select Reminders and click New.
  2. On the General tab in the first Reminder type drop-down, select 3 column reminders or 5 column reminders.
  3. In the second Reminder type drop-down, select Per pledge to print one reminder per pledge or Per installment to print one reminder per pledge installment.
  4. In the Include Gifts with these Dates box, select or enter the date range for the pledges to include in the mail run.
  5. In the Run date field, enter the date to use for calculating which installments are due.

    For example, a pledge is dated 10/1/00 with 4 monthly installments to be made on 3/31/01, 4/30/01, 5/30/01, and 6/31/01. In order for the donor to receive a pledge reminder in March, the Start and End dates must contain 10/1/00 (to capture the original pledge) and a Run date on or after 3/31/01 (to capture the installment and calculate the amount due). If the Run date was defined for 4/30/01 the March and April installments would be captured and the balance due would include the balance of both installments. The Run Date will affect the amount that appears in the Amount Due section in 3 Column reminders and in the Total Due section in 5 Column reminders. 
    Note: The run date only affects the total Due if you are running reminders on a per pledge basis, not a per installment basis. Per installment will return the balance due on the installment, not the pledge as a whole.
     

  6. Select all other parameters that apply.
  7. Click Print or Preview.

To create Custom Pledge Reminders:

  1. In Mail, select Reminders and click New.
  2. On the General tab in the first Reminder type drop-down, select Create custom data file.
  3. In the second Reminder type drop-down, select Per pledge to print one reminder per pledge or Per installment to print one reminder per pledge installment.
  4. In the Include Gifts with these Dates box, select or enter the date range for the pledges to include in the mail run
  5. In the Run date field, enter the date to use for calculating which installments are due.

    For example, a pledge is dated 10/1/00 with 4 monthly installments to be made on 3/31/01, 4/30/01, 5/30/01, and 6/31/01. In order for the donor to receive a pledge reminder in March, the Start and End dates must contain 10/1/00 (to capture the original pledge) and a Run date on or after 3/31/01 (to capture the installment and calculate the amount due). If the Run date was defined for 4/30/01 the March and April installments would be captured and the balance due would include the balance of both installments. The Run Date will affect the amount that appears for the Total Due and Running Pledge Balance fields.

  6. Select all other parameters that apply.
  7. Use the Mail Merge Wizard to create a simple mail merge or a conditional mail merge.
  8. Click Merge or Export. 

Note: When you select Create custom data file on the General tab, two additional calculated fields are available for export: Total Pledge Balance and Running Pledge Balance. Total Pledge Balance is the amount of the master pledge minus payments and write-offs. It is not affected by the Run date. Running Pledge Balance is the amount due for the pledge as of the Run date. If you select the Per pledge option, the Total Running Balance amount is for the master pledge. If you select the Per installment option, the amount is for the installment. All other custom fields calculate the same as they do for 3- and 5-column reminders.

Note: To run reminders at a different interval than the pledge or recurring gift schedule, use Gift Attributes:

  1. Create a new Gift attribute category with descriptions that include the interval at which the constituent should be reminded (ie. Monthly, Yearly, etc
  2. Add the attribute to the gift records when setting up the Pledge or Recurring Gift
  3. Run the reminders multiple times, once for each Attribute Description (or interval)

To reprint Pledge Reminders:

Run Reminders as normal. Reminders may be run multiple times. If you only need to reprint one, click Include on the General tab and select One Record.

For more information,  refer to the Reminders section of the Mail Guide (PDF).