Do donors need a written receipt?

Yes. For cash or noncash gifts of $250 or more, the organization must provide a contemporaneous written acknowledgment that states the amount and whether any goods or services were provided. This supports the donor's tax deduction.

Can the form be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent and consent are demonstrated and the record can be retained and reproduced.

What if a donor gives a noncash item?

Describe the item and provide an estimated fair market value on the form. For certain high-value noncash gifts, additional IRS Form 8283 documentation and professional appraisal may be required.

Is notarization required?

Generally no for routine fundraising forms. Notarization is only necessary when a state statute or organizational policy specifically requires it for particular gift instruments.

How long must records be kept?

Retain financial and gift records at least three years per IRS guidance (IRC §6501(a)), longer if governance, grant conditions, or HIPAA apply.

What if donor information changes?

Update your donor record and consider issuing a corrected acknowledgment if the change affects tax substantiation or gift designation.

Electronic Signature
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Miscellaneous
Charity Fundraising Form

Charity Fundraising Form

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Charity Fundraising Form

Parties and Recitals

WHEREAS, Fundraiser Name: (hereafter "Fundraiser") intends to solicit charitable contributions and conduct fundraising activities to benefit Charity Name: (hereafter "Charity").

WHEREAS, Charity is an organization whose charitable purpose is described as: and has authority to accept donations for such purpose.

WHEREAS, the parties wish to document the terms under which Fundraiser will conduct fundraising activities on behalf of Charity and the manner in which contributions will be solicited, processed, accounted for, and remitted.

Contact Information

Fundraiser Contact Fundraiser Address Charity Contact Charity Address

Fundraising Event / Campaign Details

Event or Campaign Name

Event Date(s): Location:

Purpose of Fundraising

Scope of Work

Fundraiser will perform the following services on behalf of Charity (describe tasks, timeline, and deliverables):

Payment Terms and Donation Handling

Fundraising Goal Amount: $

Processing Fees / Commission retained by Fundraiser (if any): Flat Fees: $

Distribution Schedule: Charity shall receive remittance of net proceeds within days after the end of the event/campaign. Remittance will include an itemized accounting of gross receipts, fees, refunds, and net amount.

Late Payment Fee: A late fee of per month on overdue remittances (or the maximum permitted by law) shall apply to amounts not remitted within the Distribution Schedule.

Donation Processing Account

Recordkeeping, Receipts, and Tax Treatment

Fundraiser shall maintain complete and accurate records of all donations, donor information, pledges, refunds, and expenses related to the fundraising activities. Records will be sufficient to permit Charity to issue donor acknowledgements required for tax deductions where applicable.

Responsibility for issuing donor receipts: . Tax treatment of contributions is determined by Charity; Fundraiser will not provide tax advice.

Term and Termination

This Agreement begins on Start Date: and ends on End Date: unless earlier terminated as provided below.

Either party may terminate this Agreement for convenience upon written notice to the other party delivered at least days prior to the effective termination date. Material breach that is not cured within days after written notice shall permit the non-breaching party to terminate immediately.

Confidentiality

Each party agrees to hold confidential financial, donor, and proprietary information disclosed in connection with this Agreement and to use such information solely for purposes of performing obligations under this Agreement. Confidential information does not include information that is publicly available through no breach of this Agreement or that is required to be disclosed by law, regulatory process, or valid subpoena provided the disclosing party is given prompt notice when legally permissible.

Insurance, Permits and Compliance

Fundraiser shall obtain and maintain all permits, licenses, and insurance required by applicable law for the fundraising activities. Fundraiser shall provide proof of insurance upon request. Responsibility for event permits is:

Indemnification

Each party shall indemnify, defend, and hold harmless the other party and its officers, directors, employees and agents from and against any claims, liabilities, losses, damages, and expenses (including reasonable attorneys' fees) arising from the indemnifying party’s negligent acts, willful misconduct, or breach of this Agreement.

Use of Names, Logos, and Publicity

Charity grants Fundraiser a limited, non-exclusive license to use Charity's name and logo solely for promotion of the fundraising activities described in this Agreement. Any other use requires prior written approval from Charity.

Permission to use Charity name and logo for this event

Yes No

Governing Law; Entire Agreement

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

This Agreement, together with any attachments and schedules executed by the parties, constitutes the entire agreement between Fundraiser and Charity with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral.

Additional Provisions

Special Instructions or Conditions Acknowledgement

By signing below, each party certifies that it has authority to enter into this Agreement, that the information contained herein is true and correct to the best of its knowledge, and that it will comply with all applicable laws and regulations in performing its obligations.

Fundraiser Printed Name:

By (Signature):

Date:

Charity Printed Name:

By (Signature):

Date:

What the Charity Fundraising Form Is and when it’s used

A Charity Fundraising Form is a standardized record used by nonprofit organizations to collect donor information, capture pledge or donation details, and document the purpose and receipt of charitable contributions. It typically records donor name, mailing address, taxpayer identification if required for receipts, contribution amount, date, payment method, and any donor restrictions or designated funds. Organizations use the form to generate written acknowledgments required for tax substantiation, to reconcile payments, and to maintain compliance with recordkeeping rules. The form can be paper or digital and may be executed electronically under federal and state e-signature laws.

Why a clear, consistent form matters for donors and organizations

A well-structured Charity Fundraising Form reduces errors, supports IRS substantiation requirements for deductible gifts, and speeds bookkeeping and donor stewardship processes. Consistent fields help donors receive timely acknowledgments and help the organization apply internal controls and audit trails.

Who typically completes or signs this form

Clear role separation helps maintain accurate records, meet donor expectations, and support compliance for tax and fundraising rules.

Development staff and fundraisers who collect donor details and record pledge conditions.
Donors or donor agents entering personal and payment information for tax receipts.
Finance or accounting personnel who reconcile payments and retain records for audits.

Step-by-step: completing a Charity Fundraising Form

Follow these core steps when capturing a donation to ensure accuracy, legal consistency, and proper tracking for acknowledgments and audits.

01

Capture donor info: Collect full name, address, and contact details.
02

Record contribution: Enter amount, date, payment method, and designation.
03

Secure authorization: Obtain signature or valid e-signature from donor.
04

Issue acknowledgment: Provide donor a written receipt for tax substantiation.

Where the completed form goes in your process

A completed Charity Fundraising Form flows from collection to finance systems and donor records to support acknowledgments and reporting.

Fundraising CRM: Import form data to donor management system.
Finance/Accounts: Match payment and record for accounting.
Acknowledgment: Generate receipt for donor file.
Record retention: Store per retention policy and audit needs.

Configuring an online form workflow

Typical digital workflow settings help ensure data capture, signer authentication, and automated acknowledgments.

Field	Configuration
Required Fields	Make name, address, amount mandatory
Authentication	Email link or SMS code for signer
Receipt Automation	Auto-send acknowledgment PDF after signing
Data Export	Map fields to CRM and accounting export

Digital signing and delivery considerations

Ensure the platform supports your required integrations and compliance controls such as audit trails and HIPAA BAA if handling protected health information.

File formats: PDF, DOCX supported
Integrations: CRM and cloud storage integrations
Security: TLS and AES-256 encryption

Core components to include on a professional form

A complete Charity Fundraising Form balances donor-facing clarity with internal controls to support receipts and recordkeeping obligations.

Donor Identity

Full legal name and contact details to link the gift to the donor's tax records and enable delivery of a written acknowledgment.

Gift Details

Donation amount, date, payment method, and designation (general fund or restricted use) to guide accounting and fund allocation.

Noncash Description

Description and estimated value for tangible or complex gifts to support valuation and acknowledgment procedures.

Acknowledgment Statement

Clear language indicating whether goods or services were provided in exchange and whether the donation is tax-deductible.

Authorization

Signature block with printed name and date; for electronic execution, include intent and consent language per ESIGN requirements.

Internal Coding

Fields for campaign, appeal code, or fund to ensure accurate reporting and donor segmentation.

Essential data elements and formats

Donor Name: Full legal name

Address: Street, city, state, ZIP

Contact: Email and phone

Amount: USD numeric

Date: MM/DD/YYYY

Designation: Restricted or unrestricted

Common mistakes to avoid when preparing the form

Omitting the donor's full legal name or using nicknames, which can prevent matching to tax records and invalidate acknowledgments.
Failing to record the date or using an inconsistent date format, leading to misapplied gifts in the wrong tax year.
Neglecting to state whether goods or services were provided in exchange for the gift, which affects donor substantiation requirements.
Not capturing donor consent for electronic receipt delivery when issuing e-signatures or electronic acknowledgments.

Risks and compliance consequences of inaccurate forms

Incorrect Acknowledgment: Donor deduction denial

Missing Records: Audit exposure

TIN Issues: Backup withholding triggers

Privacy Violations: HIPAA risk if PHI mishandled

State Noncompliance: Solicitation penalties

Data Loss: Reputation damage

eSignature vendor snapshot for Charity Fundraising Forms

Common vendor features and entry-level pricing for electronic signature platforms used to distribute and capture Charity Fundraising Forms.

	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	Yes, 7-day trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Timing and reporting considerations for fundraising records

Key timing items affect donor receipts, annual reporting, and tax-year recognition for contributions.

Acknowledgments for Donors:

Issue contemporaneous written acknowledgments for gifts $250+

Form 990 Filing:

File Form 990 by month-end of fifth month after fiscal year-end per IRS schedule

Tax-Year Cutoff:

Gifts are recognized in the year received based on donation date

Donor Year-End Reports:

Provide annual giving summaries for calendar-year donors

Record Retention Start:

Retention periods begin on contribution date or filing date as applicable

Frequently asked questions about the Charity Fundraising Form

Answers to common operational, legal, and technical questions encountered when creating or using a Charity Fundraising Form.

Need help? Contact support

Do donors need a written receipt?
Yes. For cash or noncash gifts of $250 or more, the organization must provide a contemporaneous written acknowledgment that states the amount and whether any goods or services were provided. This supports the donor's tax deduction.
Can the form be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent and consent are demonstrated and the record can be retained and reproduced.
What if a donor gives a noncash item?
Describe the item and provide an estimated fair market value on the form. For certain high-value noncash gifts, additional IRS Form 8283 documentation and professional appraisal may be required.
Is notarization required?
Generally no for routine fundraising forms. Notarization is only necessary when a state statute or organizational policy specifically requires it for particular gift instruments.
How long must records be kept?
Retain financial and gift records at least three years per IRS guidance (IRC §6501(a)), longer if governance, grant conditions, or HIPAA apply.
What if donor information changes?
Update your donor record and consider issuing a corrected acknowledgment if the change affects tax substantiation or gift designation.

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