Emailing a donor¶
In short: Open the donor, start a New Email, fill in the Subject:, type your message, attach files with the paperclip if needed, and click Send email. The email goes to the donor's email addresses on file.
Overview¶
You can send an individual donor an email directly from ActiveDonor. The donor is pre-selected as the recipient, you write the subject and message, optionally attach files, and send. Every email you send is recorded on the donor's Messages tab so you have a history of what was sent.
Before you start¶
You'll need:
- The Manage Donors permission.
- At least one email address on the donor — the email goes to the donor's email addresses on file.
⚠️ Important: ActiveDonor pauses sending to an address that has bounced or been marked as spam. If the donor's profile shows an "Email sending paused" warning, update the email address (use Update email on the warning) before sending.
Sending an email¶
Step 1: Open the donor and start an email¶
Open the donor's profile and start a new email. The New Email compose window opens with the donor shown under Selected Recipients.
Step 2: Fill in the subject¶
Type a subject in the Subject: field (placeholder "Enter Email subject").
Step 3: Write your message¶
Type your message in the editor.
Step 4: Attach files (optional)¶
To attach files, click the paperclip button and choose the files.
Step 5: Send¶
Click Send email. To abandon the message, click Discard.
Where sent emails are recorded¶
The donor's emails appear on the Messages tab of their profile under "Emails Sent:", in a table with these columns: Date, Address, Subject, Reference and Status.
What this does not do¶
- It does not send to an address that's paused (bounced or marked as spam) — fix the address first.
- It is not the way to email many donors at once. For that, use the report-based batch email — see Sending batch emails to donors.
- It does not send certificates or receipts; those have their own email actions in the Section 18A and Receipts areas.
Field reference¶
| Field | Required? | Notes |
|---|---|---|
| Subject | Recommended | The email subject line. Placeholder: "Enter Email subject". |
| Message | Yes | The email body. |
| Attachments | Optional | Added with the paperclip button. |
Common issues & solutions¶
| What you see | What it means | How to fix it |
|---|---|---|
| "Email sending paused" on the donor's profile | The donor's email address has bounced or was marked as spam. | Update the address with Update email on the warning before emailing. If they marked an email as spam, don't email them again. |
| "Select at least one recipient to email" | No donor recipient was included. | Open the email from a donor (or with a donor selected) so there's a recipient. |
| The email went to the wrong address | Email uses the donor's email addresses on file. | Set the correct address as the default in the Contact Information panel — see Adding phone numbers, emails and addresses. |
FAQ¶
How do I email one donor? Open the donor, start a New Email, fill in the subject, write your message, and click Send email.
Can I attach a file? Yes. Click the paperclip button in the compose window and choose the files.
Why can't I email this donor? Their address is paused because an email bounced or was marked as spam — you'll see "Email sending paused". Update the address with Update email first.
Where can I see emails I've already sent to a donor? On the donor's Messages tab under "Emails Sent:", which lists the date, address, subject, reference and status.
How do I email lots of donors at once? Use the batch email centre instead — see Sending batch emails to donors.
Related¶
- Adding phone numbers, emails and addresses
- Requesting updated information from a donor
- Sending batch emails to donors
- Editing a donor's details