Can a donor sign electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, electronic signatures are legally valid where no statutory exception applies. Ensure intent, consent, attribution, and retention are documented.

When is notarization required?

Most solicitation agreements do not require notarization, but some gift instruments (e.g., real property deeds) do. Verify state-specific notary or witness requirements before executing such instruments.

Do I need a written donor acknowledgment?

For tax-deductible gifts, contemporaneous written acknowledgment is required by the IRS for non-cash and above certain amounts. Capture this in the executed document to support donor tax filings.

What if the donor’s name doesn’t match records?

Mismatched names can cause receipting issues and backup withholding triggers. Confirm legal entity names or individual names before finalizing the document to avoid processing delays.

How long should records be kept?

Follow the IRS minimum of three years (IRC §6501(a)); extend retention for restricted gifts, audits, or sector-specific rules such as HIPAA six-year retention for health records (45 CFR §164.530(j)).

Which eSignature plan fits high-volume fundraising?

Choose a plan with bulk-send, integration to CRM/accounting, and audit trails. signNow offers multiple licensing models including per-user and site-license pricing for high-volume usage.

Electronic Signature
Templates
Miscellaneous
Charity Fundraising Document

Charity Fundraising Document

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CHARITY FUNDRAISING AGREEMENT

Parties

Charity Name Charity Address Authorized Contact (Charity) Fundraiser / Agent Name Fundraiser Address

Recitals

WHEREAS, Charity Name: is a nonprofit organization conducting charitable activities and desires to conduct a fundraising campaign to raise funds for charitable purposes; and

WHEREAS, Fundraiser Name: has experience in solicitation, event management, or digital fundraising and is willing to provide fundraising services on the terms set forth in this Agreement; and

WHEREAS, the parties desire to set forth their respective rights and obligations with respect to the fundraising campaign titled Campaign Name: , with a target amount Target Amount: .

Scope of Work

The Fundraiser shall provide the following services in support of the Campaign. Services shall include solicitation of donors, coordination of fundraising events, preparation of solicitations and marketing materials, processing of donations, and donor stewardship as described below. The Fundraiser shall perform services in a professional manner consistent with charitable solicitation standards and applicable law.

Detailed Scope of Work

Payment Terms

The Charity will compensate the Fundraiser according to the fee structure set forth below. All compensation shall be calculated and paid in United States dollars and subject to reconciliation consistent with the Reporting and Records section.

Total Campaign Target Amount Fee / Commission Payment Schedule Late Payment Fee

Reporting and Records

Fundraiser shall maintain accurate and complete records of all solicitations, donations, donor information, and disbursements related to the Campaign. Fundraiser shall provide to Charity written reports showing donor receipts, fees withheld, net remittances and supporting documentation at the frequency specified below.

Reporting Frequency Delivery Method for Reports

Use of Funds and Donor Restrictions

All funds raised shall be applied in accordance with donor-designated restrictions and applicable law. Charity shall retain ultimate authority over allocation of funds and compliance with donor instructions. Fundraiser shall not deviate from donor restrictions without Charity's prior written consent.

Donor Data Handling

Fundraiser may collect donor information on behalf of Charity. Fundraiser shall use donor data solely for fulfillment of this Agreement and as authorized in writing by Charity. Fundraiser shall employ commercially reasonable security measures to protect personal information and shall not sell or transfer donor data to third parties except as necessary to perform this Agreement or as required by law.

Donor Data Permitted Uses

Term and Termination

This Agreement commences on Start Date: and terminates on End Date: unless earlier terminated in accordance with this section.

Notice Period for Termination Without Cause Termination for Cause

Confidentiality

Each party shall keep confidential and not disclose to any third party any confidential or proprietary information of the other party obtained in connection with this Agreement, except as required by law or with the other party's prior written consent. Confidential information includes donor contact details, financial data, pricing, trade secrets, and campaign strategies. The obligations of confidentiality shall survive termination of this Agreement for a period of three (3) years.

Confidentiality Acknowledgement

Charity acknowledges and agrees to confidentiality obligations
Fundraiser acknowledges and agrees to confidentiality obligations

Compliance and Representations

Each party represents and warrants that it is duly organized and in good standing, has the authority to enter into this Agreement, and will comply with all applicable laws, regulations, and registration requirements governing charitable solicitations. Fundraiser specifically represents it will obtain and maintain any licenses or permits required to solicit funds in jurisdictions where solicitations occur.

Indemnification

Each party shall indemnify, defend and hold harmless the other party, its officers, directors and employees from and against any liability, loss, damage, claim or expense (including reasonable attorneys' fees) arising out of the indemnifying party's breach of this Agreement, willful misconduct, or negligent acts or omissions in connection with the performance of its obligations hereunder.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

Entire Agreement and Amendment

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. No amendment or modification of this Agreement will be effective unless made in writing and signed by authorized representatives of both parties.

Miscellaneous

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. The parties are independent contractors and nothing in this Agreement creates a partnership, joint venture or employment relationship.

Charity (Party A):

By:

Date:

Fundraiser (Party B):

By:

Date:

What a Charity Fundraising Document Is and When It’s Used

A Charity Fundraising Document formalizes requests for contributions, records donor commitments, and documents terms for restricted or designated gifts. It can include pledge forms, sponsorship agreements, online donation pages, or solicitation scripts used by staff and volunteers. The document clarifies donor intent, any benefits or countervalue provided, payment terms, acknowledgment language for tax purposes, and routing for internal review and approval.

Why a Clear Fundraising Document Matters

A well-prepared document protects donors and the organization by documenting intent, payment terms, and any restrictions. It helps meet state registration and reporting requirements, supports tax acknowledgments, and reduces disputes over gift use.

Who Typically Prepares and Signs These Documents

Staff, volunteers, legal counsel, and donors each play distinct roles when a fundraising document is executed.

Development directors and fundraising staff prepare templates, coordinate signers, and track acknowledgments.
Executive directors or board officers approve restricted gifts and sign formal gift agreements on behalf of the charity.
Individual donors, corporate sponsors, or their authorized representatives sign to indicate commitment and donor restrictions.

Clear role assignment reduces processing delays and ensures the document meets legal, tax, and donor-relations needs.

Typical Signatories and Their Roles

Development Director

Responsible for drafting donor-facing language, ensuring gift restrictions are captured, and coordinating internal approvals. Works with finance to verify pledge receivables and with legal for high-value or restricted gifts.

Executive Director

Authorized signatory for formal gift agreements. Reviews legal terms and confirms organizational acceptance of obligations tied to restricted funds, often in consultation with the board and counsel.

Core Components to Include in a Professional Fundraising Document

Ensure each document includes the essential legal and administrative fields so donors and staff understand commitments, restrictions, timelines, and reporting obligations.

Donor Identity

Full legal name and contact details for the donor or authorized representative; needed for receipts and IRS substantiation of tax-deductible gifts.

Gift Description

Clear description of the gift or pledge amount, payment schedule, in-kind details, or sponsorship benefits to avoid later disputes.

Restriction Terms

Explicit language about any donor-imposed restrictions, purpose limitations, and conditions under which funds can be reclassified.

Acknowledgment Language

Statement confirming whether the donor received goods or services in exchange and the deductible portion per IRS rules for tax substantiation.

Signatures and Dates

Signature blocks for authorized organization representatives and donors with printed names, titles, and execution dates to establish intent and timing.

Routing and Recordkeeping

Internal approval fields, accounting codes, and retention instructions so the gift is processed, recorded, and stored correctly.

Step-by-Step: Preparing and Executing the Document

A clear sequential workflow reduces errors and helps meet legal and tax requirements when accepting gifts.

01

Draft Template: Create a version with standard fields and optional restriction clauses.
02

Review Internally: Have finance and legal review for accounting treatment and compliance.
03

Obtain Signatures: Collect donor and authorized signatory signatures, in person or electronically.
04

Record and Store: Post gift in accounting system and retain the executed document per retention policy.

Typical eSubmission Flow for an Online Fundraising Document

Digital workflows simplify collection and verification of donor signatures while maintaining an audit trail for compliance.

Upload Document: Prepare the PDF or Word file with fillable fields placed where signatures and dates are required.
Assign Signers: Add donor and organizational signers and set signing order when necessary.
Authenticate Signers: Use email links, SMS codes, or stronger ID verification for high-value gifts.
Capture Audit Trail: Record IP, timestamp, and signer actions for a reproducible legal record.

Key Workflow Settings for Online Completion

Configure these platform settings to match your organization’s approval and audit needs before sending.

Field	Configuration
Signing Order	Sequential or parallel routing based on internal approval requirements
Authentication Level	Email link, SMS code, or KBA depending on gift amount risk
Reminders	Automated email reminders for unsigned documents
Audit Options	Enable full activity logs, timestamps, and downloadable certificate

Technical and Integration Considerations for eSigning

Ensure the signing platform supports your document format, authentication needs, and storage workflow before use.

File Formats: PDF, DOCX, and HTML are commonly supported
Integrations: Connectors for CRM and accounting systems reduce rekeying
Authentication: SMS, email, or multifactor options improve signer verification

Prefer platforms that integrate with your donor database and preserve signed documents with an immutable audit trail for compliance and donor service.

How to Download, Save, and Share Final Documents

Store executed documents in standard formats and keep an immutable copy for accounting, audit, and donor service purposes.

PDF/A Export

Save signed documents as PDF/A for long-term archival and to preserve embedded signatures and audit data.

DOCX Source

Keep editable DOCX copies for template updates but never use them as your official signed record.

Cloud Storage

Store copies in secure cloud repositories with access controls and versioning for audit readiness.

Email Copies

Provide donors with an executed copy via email and record the delivery event in your CRM.

Common Preparation Errors to Avoid

Leaving restriction language vague, which creates later disputes over permitted uses and reporting.
Failing to capture full donor legal name or tax ID, which can trigger backup withholding or invalid receipts.
Not recording payment schedules clearly, causing reconciliation mismatches and accounting errors.
Using unsigned templates or loose email confirmations instead of an executed, dated document with an audit trail.

Key Risks and Penalties for Incorrect or Late Filings

1099 Filing Penalties: Late form penalties $60–$330 per form depending on timing

Intentional Disregard: $660+ per form with no maximum cap

I-9 Paperwork Penalty: $281–$2,789 per violation

State Registration Fines: Varies by state; civil penalties and stop-orders possible

Donor Disputes: Reputational harm and possible rescission of restricted gifts

Backup Withholding: 24% withholding for missing or incorrect TINs

Important Timing and Filing Deadlines to Note

Several federal tax and recordkeeping deadlines intersect with fundraising administration and donor substantiation requirements.

W-9 Requests:

Provide upon payer request; no fixed statutory deadline

1099-NEC:

Issue to recipient and IRS by January 31

Individual Tax Return:

April 15 is tax-year filing deadline (Form 1040)

I-9 Retention:

Retain per 8 CFR §274a.2: 3 years after hire or 1 year after termination

Donor Acknowledgment:

Provide contemporaneous written acknowledgment for tax-deductible contributions

Milestones from Draft to Archived Record

Follow these sequential milestones to ensure timely approval, execution, and retention of each fundraising document.

01

Template Creation

Draft standard template including required tax and restriction language

02

Internal Approval

Legal and finance review for compliance and bookkeeping

03

Execution

Collect signatures and capture audit trail and timestamps

04

Archival

Save final executed copy in secure storage and record retention metadata

Comparing eSignature Plans for Use with Fundraising Documents

Platform pricing and feature availability affect per-document costs and suitability for high-volume fundraising. signNow appears first for comparison purposes.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World eSignature Use by Organizations

Organizations across sectors use eSignatures to speed execution and simplify recordkeeping for donations and sponsorships.

Optica Ventures LLC

Their team favored simplicity for both staff and customers

The interface is simple and easy-to-use for our team
They noted easier customer interactions and faster execution without extra training or complexity.

Fertility Centers of Illinois

Needed flexible document formats and reliable API integration

The airSlate SignNow team has been exceptional
The organization achieved consistent formatting and integration with case systems to expedite signatures.

Frequently Asked Questions About Fundraising Documents and eSignatures

Answers to common legal, technical, and procedural questions that arise when preparing and signing fundraising documents.

Need help? Contact support

Can a donor sign electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, electronic signatures are legally valid where no statutory exception applies. Ensure intent, consent, attribution, and retention are documented.
When is notarization required?
Most solicitation agreements do not require notarization, but some gift instruments (e.g., real property deeds) do. Verify state-specific notary or witness requirements before executing such instruments.
Do I need a written donor acknowledgment?
For tax-deductible gifts, contemporaneous written acknowledgment is required by the IRS for non-cash and above certain amounts. Capture this in the executed document to support donor tax filings.
What if the donor’s name doesn’t match records?
Mismatched names can cause receipting issues and backup withholding triggers. Confirm legal entity names or individual names before finalizing the document to avoid processing delays.
How long should records be kept?
Follow the IRS minimum of three years (IRC §6501(a)); extend retention for restricted gifts, audits, or sector-specific rules such as HIPAA six-year retention for health records (45 CFR §164.530(j)).
Which eSignature plan fits high-volume fundraising?
Choose a plan with bulk-send, integration to CRM/accounting, and audit trails. signNow offers multiple licensing models including per-user and site-license pricing for high-volume usage.

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