Donation Refund Email

The Donation Refund email is sent to the donor to confirm a donation refund has been entered. This may be initiated by the donor from the donor portal, or by a staff person for your organization.

To configure the refund confirmation email for your campaign,

Navigate to Campaigns > Emails & Receipt > Donation Refund. 

Email Subject

If you modify the Email Subject, make sure to include language about their refund being complete. 

You can use one of the Available Variables to include donor info and add a personal touch. For example, “Hi Ella. Your refund from Acme Academy is complete.”

💡 Using Available Variables

Variables can be used to personalize messages by pulling in information about the donor or donation. They can be added to the Email Subject, Headline, or Body. 

To add a variable, click one of the Available Variables below the Body field. This will copy the variable shortcode to your clipboard.

Then, place your cursor in the field where you want to insert the variable and paste. (You can use the keyboard shortcut CTRL+V on Windows, or CMD+V on Mac to quickly paste the variable shortcode.)

The most frequently used variable is the donor’s first name, but there are several available:

Info: {{Variable}}

• Donor’s first name: {{donor_firstname}}
• Donor’s last name: {{donor_lastname}}
• Amount donated: {{donation_amount}}
• Organization name: {{org_name}}
• Payment method: {{payment_method}}

You can also manually copy the variables above and paste them into the applicable fields.

Headline and Header Image

The Headline appears across the top of your email message. Variables can also be included here. Be sure to include a clear message that their donation was refunded.

If you want to add a visual, enable the Header Image and select a file. The image will be cropped to a wide landscape format, so make sure the dimensions are 960 x 440 pixels. 

Body

Enter your message content in the Body field. It’s a good idea to reinforce that the donation was refunded and how much is being returned to their payment method. 

To do this or insert other information about the donor or payment, add one of the Available Variables.

💡 If you would like to make changes to the logo or donate button, go back to the email template.

Save and Preview

When finished, click the Save Changes button. Then Email a Preview to see how it looks.

Previewing Messages

At any point during your email set up you can send a test email to yourself. It’s a good idea to preview what a message will look like in your email application—it may look different in various email applications or on mobile devices. You may also notice things you missed while editing.

Before previewing, make sure to Save Changes to ensure you receive an up-to-date test email.

Click the Email a Preview button at the bottom-right of any Email settings page.

Enter one email address, then click Send an Email.

In your email application, have a look to see how the subject reads; imagine it in an inbox surrounded by a bunch of unrelated messages. Would recipients understand what it is and who it’s from without opening it?