Can a request be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes adopted in most states. Exceptions exist for specific documentary categories, so confirm statutory exclusions before relying on eSignature for that transaction.

Who must sign for the organization?

The signer should be an authorized representative per the organization’s delegation of authority or board resolution. Identifying signer authority in the request prevents acceptance disputes and ensures the signature legally binds the nonprofit.

What if a donor needs to change the amount?

Amend the request in writing and obtain a new signed document or signed amendment. Oral modifications are risky; retained written evidence preserves donor intent and supports accounting and tax substantiation.

Is notarization required for donor signatures?

Not normally required for routine donations. Notarization may be needed where state law or funder rules demand it, or for high‑value, conditional gifts. Confirm with counsel or state regulator when in doubt.

How should signed requests be stored?

Store signed copies in encrypted digital archives with access controls and an audit trail. Retain per IRS and applicable sector retention rules and ensure records can be reproduced on demand for audits.

What if a field is entered incorrectly?

If discovered before signature, correct and reissue the request. If discovered after signing, document a signed amendment or correction signed by all parties. Maintaining an audit trail of changes protects validity and demonstrates consent.

Electronic Signature
Templates
Miscellaneous
Charity Fundraising Request

Charity Fundraising Request

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

CHARITY FUNDRAISING REQUEST AND AUTHORIZATION AGREEMENT

This Fundraising Request and Authorization Agreement (the Agreement) is entered into between the parties identified below for the purpose of conducting charitable fundraising activities and the remittance of funds raised in accordance with the terms set forth herein.

Parties

Charity Name: Sponsoring Organization / Host:

WHEREAS

WHEREAS, Charity Name: is a charitable organization organized to carry out charitable purposes; and

WHEREAS, Sponsoring Organization: desires to conduct fundraising activities identified below and requests authorization from Charity to solicit contributions for the charitable purposes described herein; and

WHEREAS, the parties intend to set forth the scope, handling of funds, remittance schedule, reporting obligations and legal protections applicable to the fundraising activities.

Event / Fundraising Details

Event Name: Date(s): Location:

Primary Contact for Event (Name and Title): Contact Phone / Email:

Scope of Work

Describe fundraising activities to be conducted: Materials, locations and personnel to be used (summary):

Payment Terms

Estimated Fundraising Goal: Percentage of Gross Proceeds to Charity:

Donation Processing and Remittance Schedule:

The Sponsoring Organization shall hold funds collected on behalf of the Charity in a separate fiduciary account and shall remit net proceeds in accordance with the Remittance Schedule. All checks and other contributions shall be payable to the Charity unless otherwise agreed in writing.

Processing Fees or Deductions (if any): Late Remittance Fee (percentage):

Term and Termination

Agreement Start Date: Agreement End Date:

Notice Period for Termination (days):

Either party may terminate this Agreement for material breach by the other party upon written notice and opportunity to cure within the Notice Period. Termination shall not relieve the Sponsoring Organization of its obligation to account for and remit funds collected prior to termination.

Confidentiality

Each party shall treat as confidential any non-public financial, donor or operational information disclosed in connection with this Agreement. Confidential information shall not be disclosed except as required by law or with the prior written consent of the disclosing party. This obligation survives termination of this Agreement for a period of two (2) years.

Insurance, Permits and Compliance

The Sponsoring Organization shall obtain and maintain all permits, licenses and insurance required by applicable law for the conduct of the fundraising activities. The Sponsoring Organization represents that it will comply with all applicable charitable solicitation laws and regulations.

Proof of Insurance Provided: Permits Obtained:

Yes Pending Not required

Reporting and Recordkeeping

The Sponsoring Organization shall maintain accurate records of receipts and disbursements related to the fundraising activities and shall provide a written accounting to the Charity within days after the conclusion of the event or on the Remittance Schedule identified above.

Address for Remittance and Reporting:

Indemnification

The Sponsoring Organization shall indemnify, defend and hold harmless the Charity and its directors, officers and agents from and against any claims, losses, liabilities, damages and expenses (including reasonable attorneys' fees) arising out of the Sponsoring Organization's negligent acts, omissions or willful misconduct in connection with the fundraising activities, except to the extent caused by the Charity's gross negligence or willful misconduct.

Governing Law

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

Entire Agreement

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, understandings and agreements. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Acknowledgment

By signing below, each party represents and warrants that it has the authority to enter into this Agreement and that the information provided herein is true and correct. The parties further acknowledge that funds raised will be used consistent with the representations made in this Agreement and applicable law.

Organizer (Sponsoring Organization) Printed Name:

By:

Date:

Charity Authorized Representative Printed Name:

By:

Date:

What a Charity Fundraising Request Is

A Charity Fundraising Request is a written template organizations use to solicit financial support, in‑kind gifts, sponsorships, or volunteer commitments for a specific cause or campaign. The document typically describes the campaign purpose, fundraising goal, intended use of funds, tax status (EIN), donor recognition, requested contribution levels, deadlines, and contact information. It functions as both a formal request and a record of the solicitation; when executed it documents donor intent and agreement terms. In U.S. interstate contexts electronic execution is generally enforceable under ESIGN and state UETA statutes.

Why Use a Standard Charity Fundraising Request

A clear, consistent request improves donor understanding, supports compliance with solicitation rules, and creates a documented record for accounting and tax acknowledgement purposes. Well‑structured requests reduce follow ups, speed approvals, and support audit trails for internal controls and regulator review.

Who Typically Prepares and Responds

Organizations and individuals involved in fundraising use this request format to capture commitments and approvals from donors, partners, and internal stakeholders.

Nonprofit development staff and grant managers preparing formal solicitations and donor asks.
Corporate social responsibility teams evaluating sponsorship requests and matching gift approvals.
Individual donors, board members, and foundation officers completing commitment details and signatories.

The template supports both outgoing solicitations and incoming donor commitments, and it helps maintain consistent records across fundraising channels.

Primary Roles That Sign or Authorize

Development Director

Typically drafts and approves the request, certifies program use of funds, and provides contact and EIN information. This role ensures alignment with gift acceptance policies and accounting procedures.

Donor / Sponsor

Reviews the request, specifies contribution amount or in‑kind details, and signs to confirm intent. The donor’s signature and dated acknowledgement create the record used for receipts and fiscal reporting.

Key Data Elements to Include

Donor Name: Full legal name

Organization EIN: Employer ID Number

Gift Amount: Dollar amount or description

Use of Funds: Specific program designation

Acknowledgement Type: Receipt or honorarium note

Signature Block: Name | title | date

Consequences of Incomplete or Incorrect Requests

Tax Issues: Invalid donor receipt

Reporting Risk: Missed 1099 or donor records

Contract Ambiguity: Unenforceable terms

Regulatory Fines: State solicitation penalties

Reputational Harm: Donor distrust

Data Exposure: Privacy breaches

Common Preparation Pitfalls to Avoid

Leaving the purpose or restrictions vague, which creates donor confusion and complicates fund allocation.
Using mismatched names or incorrect EINs on receipts, triggering donor tax or withholding issues.
Failing to document donor conditions or recognition terms, leading to disputes over intended use.
Neglecting record retention or audit trail, which hampers financial review and regulatory compliance.

Step‑by‑Step: Completing a Charity Fundraising Request

Follow a short sequence to prepare, validate, and secure donor commitments with minimal errors.

01

Draft Request: Describe campaign, purpose, amount, and use of funds.
02

Verify Details: Confirm EIN, contact information, and gift classification.
03

Choose Signature Method: Decide paper, in‑person, or electronic signature workflow.
04

Record and Acknowledge: Provide donor receipt and store signed copy.

Typical Request Workflow and Routing

A standard workflow routes the request from preparer through approvals to donor and final filing.

Create: Prepare request with program and finance input.
Review: Internal approvals for compliance and gift acceptance.
Send: Deliver to donor by email, portal, or print.
Complete: Obtain signature and issue acknowledgement.

What a Professional Request Should Include

A professional Charity Fundraising Request balances clarity for the donor with the organization’s compliance and accounting needs.

Clear Purpose

A concise statement describing the campaign objective, beneficiaries, and how donated funds will be used to avoid ambiguity and support donor intent.

Amount and Terms

Specify contribution amount, payment schedule, in‑kind descriptions, recognition level, and any conditional terms that affect acceptance or use.

Tax Information

Include the nonprofit’s legal name, EIN, and statement about tax deductibility to enable accurate donor receipts and IRS recordkeeping.

Authorization

Identify signatory authority, including job title and delegated approval limits, to ensure the signer has legal capacity to bind the organization.

Acknowledgement

Provide the language that will appear on the donor acknowledgement, including whether goods or services were provided in exchange for the gift.

Recordkeeping

Note where the signed request will be stored, retention period, and who is responsible for issuing receipts and updating donor records.

Configuring an Electronic Request Workflow

Set up fields, signer order, and authentication before sending an electronic Charity Fundraising Request.

Field	Configuration
Donation Amount Field	Required numeric; two decimals
Donor Contact Field	Name, email, phone required
Signature Block	Signer name, title, date
Authentication Method	Email link or SMS code

Considerations for Digital Signing and Storage

Choose a platform that supports legal eSign standards, secure storage, and an audit trail for regulatory or donor inquiries.

File Formats: PDF and DOCX supported
Integrations: CRM, accounting systems
Security: TLS and AES encryption

Ensure chosen tools meet applicable compliance needs (ESIGN/UETA, HIPAA for health‑related solicitations) and retain signed copies per recordkeeping policies.

Timing and Deadlines to Track

Track submission timing for donor commitments, tax receipts, and information returns to meet regulatory and fiscal deadlines.

W-9 Provision:

Provide upon request; no fixed federal deadline

1099‑NEC Submission:

Jan 31 to recipient and IRS for payments to vendors or contractors

Tax Receipt Issue:

Issue donor acknowledgement promptly after gift

Grant Reporting:

Follow each funder’s specified deadline

Record Retention:

Retain financial records per IRS and state rules

Key Milestones from Request to Acknowledgement

A concise milestone sequence helps teams track approval, execution, and donor acknowledgement for each request.

01

Request Preparation

Draft and attach budget, EIN, and program description.

02

Internal Approval

Obtain development and finance sign‑offs before sending.

03

Donor Execution

Donor signs and confirms amount, restrictions, and acknowledgement.

04

Acknowledgement Sent

Issue receipt and update donor records with signed copy.

Paper vs Electronic Charity Fundraising Request

Compare practical differences between paper and electronic execution to choose the right method for your workflow.

Criteria	Paper	Electronic
Speed	slower	faster delivery
Audit Trail	limited	detailed logs
Storage	physical file	encrypted digital
Accessibility	local access	remote access

Typical eSignature Vendor Pricing and Feature Overview

Basic comparison of starting prices and common capabilities across vendors. signNow appears first per platform conventions.

	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

Frequently Asked Questions

Answers to common legal, execution, and recordkeeping questions about Charity Fundraising Requests.

Need help? Contact support

Can a request be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes adopted in most states. Exceptions exist for specific documentary categories, so confirm statutory exclusions before relying on eSignature for that transaction.
Who must sign for the organization?
The signer should be an authorized representative per the organization’s delegation of authority or board resolution. Identifying signer authority in the request prevents acceptance disputes and ensures the signature legally binds the nonprofit.
What if a donor needs to change the amount?
Amend the request in writing and obtain a new signed document or signed amendment. Oral modifications are risky; retained written evidence preserves donor intent and supports accounting and tax substantiation.
Is notarization required for donor signatures?
Not normally required for routine donations. Notarization may be needed where state law or funder rules demand it, or for high‑value, conditional gifts. Confirm with counsel or state regulator when in doubt.
How should signed requests be stored?
Store signed copies in encrypted digital archives with access controls and an audit trail. Retain per IRS and applicable sector retention rules and ensure records can be reproduced on demand for audits.
What if a field is entered incorrectly?
If discovered before signature, correct and reissue the request. If discovered after signing, document a signed amendment or correction signed by all parties. Maintaining an audit trail of changes protects validity and demonstrates consent.

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