Download the free Return Check Letters (2 Samples) below as a tool for your church or organization to create one specific to their policies. Churches or any type of organizations needs to have a process for returned checks.
How should your church or organization handle returned checks?
Follow the policy you have in place for this process. If you don't have a policy then create one and get it passed through your organization's board, etc. as soon as possible.
In many circumstances, a nonprofit organization such as a church would not demand collection for a returned tithing/donation check. They would just reverse the check off of the individual's tithing record and then return the check to the individual after making a copy along with a letter of explanation.
Some organizations will take another process with returned checks to request another check, etc. so whatever process you take it definitely needs to line up with your church or organization's return check policy. Click here for a sample Returned Check Policy.
The sample letter #1 below can be used as a tool to customize a letter for your church or organization for returned checks. This would be the first letter you would send which includes:
[Church Logo or Letterhead]
[City, State Zip Code]
Dear [Recipient's Name],
We're sorry but we're having to write you to inform you that your [Check Number:_____] in the amount of [$______] has been returned to us by your bank marked "Insufficient Funds".
We understand that there could have been an error in your bookkeeping or a misunderstanding between you and your bank. There could be a number of reasons of which we understand.
We ask that you please call us at (___) ___-_____ as soon as you receive this letter to let us know if you would like for us to re-deposit your check of if you would rather come to the office and have us give back your check in exchange for cash or money order. We will work with you in any way we can.
Thank you very much for your prompt attention in this matter. We love and appreciate you!
[Your Typed Name and Title]