Sample Name Standards

Purpose

This standard defines how names, addressees, and salutations are stored and generated within our organization’s fundraising database. Names are one of the most visible ways our data systems interact with constituents, and errors or inconsistencies can damage trust.

This standard balances automation, consistency, and donor preference so that most communications can be generated automatically while still respecting individual wishes.

Scope

This standard applies to:

• Individual constituent records
• Household records
• All outbound communications (mail, email, acknowledgements, recognition)

Organizational Position

Our organization has adopted the following name standards:

• Informal names are used by default for communications
• Gender-based titles are not used
• Pronouns are handled separately and do not affect name construction
• Household communications use combined name formats
• Spouse/partner names are joined using an ampersand (&)

These decisions are intentional and are designed to reduce risk, simplify automation, and align with our organizational culture.

Guiding Principles

• Legal names and preferred names are not the same thing
• Donor preference always overrides default rules
• Automation is the goal, but never at the expense of respect
• Gender-neutral formats increase inclusivity while reducing error and complexity

Name Components and Field Usage

Our database supports the following name components:

• First name
• Middle name
• Last name
• Suffix (e.g., Jr., Ph.D.)
• Preferred name / nickname

Standards:

• Legal names are stored in structured name fields
• Preferred names are stored in a dedicated field
• Preferred names drive salutations and most communications
• Legal names may still be used for receipts or compliance where required

Formality Rules

Our organization uses informal names by default.

Standards:

Informal (preferred) names are used for:

• Letter and email salutations
• Event communications
• Most donor-facing correspondence

Formal name constructions are used only when:

• Legally required
• Explicitly requested by the donor

If no preferred name is present, the first name field is used.

Titles and Prefixes

Our organization does not use gender-based titles by default. Individual records may be excepted upon request of the donor.

Standards:

• Professional or honorary titles are used
• Title field should not contain gender-based titles

This approach reduces the likelihood of misaddressing constituents and simplifies automation.

Individual Name Construction

Default outputs for individuals:

• Salutation: Dear [Preferred Name]
• Mailing name: [Preferred Name] [Last Name]
• Recognition name: [Preferred Name] [Last Name], unless otherwise specified

Household Name and Salutation Logic

Households receive combined communications by default.

Standards:

• Joint salutations are used whenever appropriate
• Names are joined using an ampersand (&)
• Order of names follows household primary/secondary rules
• Gender does not affect name order or structure

Examples:

• Dear Julia & Roberto
• Julia & Roberto Martinez
• Alex Chen & Sam Rivera

For households with different last names, both full names are shown. For same last name households with one partner with a professional/honorary title, we will use both full names.

Example: Dr. Julia Martinez & Roberto Martinez

Exceptions and Manual Overrides

No standard can account for all scenarios.

Standards:

• Overrides are permitted when a constituent explicitly requests a non-standard format or for records that pre-date this standard, where preference has been assumed by staff with first-hand knowledge of the donor
• Overrides must be stored in a dedicated override field, not in notes
• Overrides should be reviewed periodically to ensure continued relevance

Common override scenarios:

• Donor prefers a name unrelated to their legal name
• Recognition name differs from mailing name
• Donor prefers using a gender-based title