Year-End Statement Proof Pass Log
A sample-based review sheet for checking a generated batch of year-end statements against the gift log before any of them go out.
Reviewed for 2026, updated September 8, 2026.
You cannot read every statement in a batch of several hundred, and you do not need to. A batch generated from one template and one data set tends to be either right everywhere or wrong in a pattern, so a deliberate sample of awkward cases catches most problems. This log lists the sample cases we recommend in the guide, one per row, and gives you a column for each thing that goes wrong most often: totals, itemization, the goods and services statement, and the name and address block.
Fill in the donor you pulled for each case, record what the statement shows next to what the gift log shows, and mark the row Pass or Fix with the name of the person who will fix it. The example cells describe what a correct statement looks like for that case; replace them with your own findings. Keep the completed log with the batch record so an auditor or a board member can see that the batch was reviewed before delivery.
| Sample case | Donor pulled | Statement total vs gift log | Every gift itemized | Goods and services line | Name and address block | Result and fix owner |
|---|---|---|---|---|---|---|
| Largest donor of the year | Your donor | Your figure vs your figure | One line per gift, dates in order | Standard sentence present | Legal name, current address | Pass or Fix: owner |
| Recurring monthly donor | Your donor | Twelve installments add to the total | Each installment on its own line | Standard sentence present | Matches the card billing name | Pass or Fix: owner |
| Donor with a noncash gift | Your donor | Cash total excludes the item | Item described, no dollar value | Standard sentence present | Checked | Pass or Fix: owner |
| Donor who bought an event ticket or auction item | Your donor | Deductible portion is payment minus value | Event payment shown separately | Value received and deductible amount stated | Checked | Pass or Fix: owner |
| Donor with a single gift of exactly $250 | Your donor | Your figure vs your figure | Gift appears once | Standard sentence present | Checked | Pass or Fix: owner |
| Donor with an apartment or suite number | Your donor | Your figure vs your figure | Checked | Standard sentence present | Unit number on its own line | Pass or Fix: owner |
| Donor with a very long name or a business name | Your donor | Your figure vs your figure | Checked | Standard sentence present | Name not truncated or wrapped mid-word | Pass or Fix: owner |
| Donor giving through a donor-advised fund sponsor | Your donor | Sponsor gifts not on the individual's statement | Grant listed under the sponsor record | Wording follows your DAF policy | Addressed to the sponsor | Pass or Fix: owner |
| Donor who moved during the year | Your donor | Your figure vs your figure | Checked | Standard sentence present | New address, not the old one | Pass or Fix: owner |
| Donor with a refunded or returned gift | Your donor | Refund excluded from the total | Refunded gift not listed | Standard sentence present | Checked | Pass or Fix: owner |
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Also from TaxThank
- Year-End Donation Statement Launch Checklist: A September to February checklist that walks a small nonprofit from record cleanup to the day the last corrected year-end statement is delivered.
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