What is this form used for?

It documents receipt and details of a donation or in-kind gift, providing the donor with written acknowledgement required for certain tax deductions and creating an auditable record for the recipient organization.

Can the form be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the platform captures intent, consent, attribution, and retention.

Is notarization or witnesses ever required?

Not usually for routine donations. Jurisdictions or organizations may require notarization for transfers of real property or for internal controls; verify state notary rules before relying on remote notarization.

How do I correct an error after signing?

Do not alter a signed copy. Prepare an amended certification that references the original, obtain required signatures, and retain both versions for audit transparency.

How long should records be kept?

Retain records at least three years for IRS purposes (IRC §6501(a)); if PHI is present follow HIPAA six-year retention (45 CFR §164.530(j)); check state rules for longer periods.

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Contribution Certification Form

Contribution Certification Form

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

CONTRIBUTION CERTIFICATION FORM

WHEREAS

WHEREAS, Contributor certifies its intention to make the contribution described herein to Recipient on the terms set forth in this Contribution Certification Form; and

WHEREAS, Recipient acknowledges receipt of this certification and agrees that the contribution will be used in accordance with the Scope of Contribution and applicable law.

WHEREAS, both parties intend that this instrument memorialize the representations, payment terms, confidentiality obligations, and governing law applicable to the contribution.

PARTIES AND IDENTIFICATION

Contributor Name Contributor Entity Type

Individual Corporation Trust/Other

Contributor Address Recipient Name Recipient Address

SCOPE OF CONTRIBUTION

Describe the nature, designated use, deliverables (if any), and any conditions applicable to the contribution. If in-kind, provide details and valuation methodology.

CONTRIBUTION DETAILS

Contribution Type

Monetary In-kind

Total Contribution Amount If In-Kind: Description and Estimated Value

PAYMENT TERMS

Payment method, schedule, and remedies for delinquent payments. Contributor and Recipient agree to the following payment schedule and late fee terms.

Payment Schedule (installments, due dates, conditions) Late Fee

If any payment is not received when due, interest will accrue at the rate of % per month, or the maximum permitted by law, whichever is lower. In addition, Contributor is responsible for reasonable collection costs and attorney's fees.

TERM AND TERMINATION

This certification and the obligations hereunder commence on the Start Date set forth below and remain in effect until the End Date or until earlier termination in accordance with this section.

Start Date:

End Date:

Notice Period for Termination

CONFIDENTIALITY

Each party acknowledges that in connection with the contribution it may receive Confidential Information of the other party. "Confidential Information" means non-public information disclosed in connection with this contribution. Each party agrees to hold such information in confidence and not to disclose it to third parties except as required by law or with the prior written consent of the disclosing party. Confidentiality obligations survive termination for a period of three (3) years unless otherwise required by applicable law.

REPRESENTATIONS AND CERTIFICATIONS

Contributor certifies that: (a) the contribution is not derived from unlawful activity; (b) no portion of the contribution is subject to restrictions or encumbrances inconsistent with the Scope of Contribution; and (c) the information provided in this form is true, complete and accurate to the best of Contributor's knowledge.

Please indicate acknowledgments:

Contributor understands that Recipient's acknowledgement of this contribution does not constitute legal or tax advice regarding deductibility.

Contributor represents compliance with all reporting and disclosure laws applicable to this contribution.

GOVERNING LAW

This Contribution Certification Form and any dispute arising out of or relating to it shall be governed by the laws of the State of without regard to principles of conflicts of law.

ENTIRE AGREEMENT

This Form, together with any exhibits or schedules explicitly incorporated by reference, constitutes the entire agreement between Contributor and Recipient with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, negotiations, representations and understandings, whether written or oral.

MISCELLANEOUS PROVISIONS

If any provision of this Form is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. No modification of this Form shall be effective unless in writing and signed by both parties.

ADDITIONAL INSTRUCTIONS / NOTES

Contributor Printed Name:

By:

Date:

Recipient Printed Name:

By:

Date:

What the Contribution Certification Form Is and When it’s Used

A Contribution Certification Form documents and certifies a gift, donation, or in-kind contribution from a donor to an organization. It records the donor identity, contribution type, valuation, any goods or services exchanged, and the organization’s acknowledgement. Organizations use this form to substantiate tax-deductible gifts, support internal audit and fund accounting, and provide donors with the contemporaneous written acknowledgment required for certain IRS deductions. The form can be completed on paper or electronically and should be retained according to applicable tax and recordkeeping rules.

Why a Clear Contribution Certification Matters

A well-prepared Contribution Certification Form creates a reliable audit trail, supports donor tax deductions, reduces disputes about transfer or value, and documents compliance with organizational and regulatory policies.

Who typically completes and receives this form

Proper role separation reduces errors and helps ensure the form supports tax reporting, audit readiness, and internal controls.

Donors — individuals or entities providing cash, securities, or in-kind property; provide identity, description, and signature.
Development / Fundraising Staff — prepare and issue the form and confirm contribution details for donor acknowledgement.
Finance / Accounting — verify valuation, record gift for financial statements, and store for audit purposes.

Who may sign and certify the document

Donor (Individual)

The donor or an authorized representative must sign to attest to intent and accuracy. If signing for an entity, include the signer’s title and authority to bind the organization.

Authorized Officer

A recipient organization officer (treasurer, CFO, development director) signs to acknowledge receipt and to confirm valuation or in-kind acceptance in accordance with internal policy.

Core sections to include on a professional Contribution Certification Form

Design the form with clear, labeled sections that capture identity, contribution details, valuation, acknowledgement language, signatures, and retention instructions.

Donor Identification

Full legal name, mailing address, taxpayer identification (EIN or SSN last four where appropriate), and contact information to match IRS substantiation needs and internal records.

Contribution Type

Specify cash, check, credit card, securities, or in-kind property. For in-kind items include a concise description and condition to support valuation.

Description of Property

For noncash gifts provide serial numbers, quantity, model, and any identifying details that substantiate the item and assist appraisal or resale.

Valuation or Amount

Record the dollar value claimed by the donor or organization. Note whether valuation is donor-estimated, appraised, or organization-assigned, and attach appraisals where required.

Acknowledgement Statement

Clear language confirming receipt and whether goods/services were provided in exchange; include language to support IRS contemporaneous written acknowledgement for $250+ donations.

Signature Block

Signature lines for donor and authorized recipient signer with printed name, title, and date; include witness or notary lines if required by jurisdiction or policy.

Step-by-step: complete and issue the Contribution Certification

Follow these sequential steps to prepare, approve, and deliver the certification with an auditable trail.

01

Gather Information: Collect donor identity, payment records, and any appraisals.
02

Populate Form: Enter data accurately into each fillable field and attach supporting docs.
03

Review & Sign: Have authorized officer and donor sign; obtain witness or notarization if needed.
04

Store & Distribute: Send copy to donor, record in finance system, and retain per retention policy.

Configuring an online completion workflow

When using a digital platform, configure fields, authentication, and routing to match your internal approval controls.

Template Name	Use a consistent template name for version control and auditability.
Conditional Fields	Show appraisal fields only for noncash gifts above your threshold.
Auto-Populate Donor Data	Pre-fill known donor records to reduce entry errors and speed completion.
Signature Order	Set donor signature first, then organizational approver to preserve intent order.
Retention Settings	Configure automatic archival and access permissions per your retention policy.

Where completed forms are sent and who receives them

Route the signed certification to the right stakeholders to support donor records, accounting, and compliance checks.

Donor Copy: Provide the donor with a signed copy for their tax records.
Finance / Accounting: Store the form and supporting documents in financial records for reconciliation.
Development / CRM: Update donor profile and contribution history in CRM systems.
Compliance / Audit: Retain an audit-ready copy to support future reviews or IRS inquiries.

Digital delivery considerations and integrations

Ensure chosen tools comply with ESIGN (15 U.S.C. ch. 96) and UETA where applicable, and enable retention and audit-trail export for regulatory review.

File Formats: PDF and DOCX support for preservation and signer compatibility.
Integrations: Connect to Salesforce, NetSuite, Microsoft 365, or Google Workspace for automatic record updates.
Authentication: Support email, SMS code, or stronger verification depending on risk.

Key timing rules and tax substantiation deadlines

Several timing rules affect donor and organizational obligations; plan issuance and retention to meet tax substantiation and audit needs.

Contemporaneous Acknowledgement:

Required for charitable contributions of $250 or more under 26 U.S.C. §170(f)(8).

Tax Year Determination:

Use the contribution date (MM/DD/YYYY) to determine the donor’s tax year.

Donor Retention:

Recommend donor retain acknowledgement with tax returns for at least three years.

Organization Retention:

Keep records per IRS guidance; see retention_timeline section for specifics.

Audit Availability:

Provide supporting records promptly if requested during IRS examination.

Typical processing milestones from pledge to archive

A simple sequence helps ensure timely acknowledgment and proper retention at each stage.

01

Receipt Recorded

Record incoming contribution, date, and method in your ledger.

02

Form Issued

Populate and send the certification form to the donor for signature.

03

Acknowledgement Sent

Issue the signed acknowledgement to the donor for tax substantiation.

04

Archive Files

Store signed form and supporting documents in a secure archive.

Common mistakes to avoid when preparing the form

Incomplete donor identity fields that prevent matching to tax records or trigger backup withholding inquiries.
Failing to attach required appraisals for high-value noncash contributions, which can cause deduction disallowance.
Using vague valuation language for in-kind gifts; avoid phrases like 'fair value' without supporting evidence.
Not retaining the signed certification and supporting docs for the minimum period needed for IRS review.

Consequences of incorrect or missing information

Deduction Denial: IRS may disallow the donor’s deduction if substantiation requirements are not met.

Civil Penalties: Organizations and donors may face penalties for materially false claims on tax returns.

Backup Withholding: Missing or incorrect TINs can trigger backup withholding obligations.

Audit Costs: Time and expense required to respond to IRS or state audits.

Reputational Risk: Poor documentation can damage donor trust and future fundraising.

State Fines: State-specific reporting failures can result in administrative penalties.

Comparison of common eSignature vendors for completing this form

Vendor choice affects price, bulk send, audit capabilities, HIPAA support, and envelope limits; signNow is listed first for clarity and comparison.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about the Contribution Certification Form

Answers to common questions about signatures, tax substantiation, electronic completion, and recordkeeping for Contribution Certification Forms.

Need help? Contact support

What is this form used for?
It documents receipt and details of a donation or in-kind gift, providing the donor with written acknowledgement required for certain tax deductions and creating an auditable record for the recipient organization.
When is a donor acknowledgement required?
A contemporaneous written acknowledgement is required for charitable contributions of $250 or more under 26 U.S.C. §170(f)(8); the certification helps donors substantiate deductions.
Can the form be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the platform captures intent, consent, attribution, and retention.
Is notarization or witnesses ever required?
Not usually for routine donations. Jurisdictions or organizations may require notarization for transfers of real property or for internal controls; verify state notary rules before relying on remote notarization.
How do I correct an error after signing?
Do not alter a signed copy. Prepare an amended certification that references the original, obtain required signatures, and retain both versions for audit transparency.
How long should records be kept?
Retain records at least three years for IRS purposes (IRC §6501(a)); if PHI is present follow HIPAA six-year retention (45 CFR §164.530(j)); check state rules for longer periods.

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