A standardized Diamonds Donation Request Form ensures a clear chain of title, documents the condition and value of donated items, and supports tax substantiation and internal controls. It helps recipients verify provenance, manage insurance and custody, and determine whether the donation meets policy or legal acceptance criteria.
Organizations and individuals involved in charitable gifts of jewelry should complete or review this form to document transfers and fulfill tax or compliance needs.
The person or authorized agent transferring title to the diamond(s). They must provide identity information, provenance statements, an appraisal if required, and sign to affirm donation intent and transfer of ownership under applicable law.
An authorized official from the charity or institution who documents acceptance, records condition on receipt, confirms internal approval (if required), and signs to acknowledge the transfer and enable tax substantiation procedures.
Collect the donor's legal name, mailing address, contact phone and email, and taxpayer identification number when provided. Accurate donor identity supports issuance of a correct charitable contribution acknowledgment and reduces backup withholding risk.
Provide fields for carat weight, cut, color, clarity, measurements, certificate/lab report number, and unique identifiers. Detailed itemization enables insurance coverage, provenance verification, and precise inventory control.
Require appraisal attachments or an appraiser declaration when donations exceed IRS thresholds. Note appraiser credentials, appraisal date, and replacement versus fair market value distinctions to support tax reporting and acceptance decisions.
Include statements that the donor has clear title, discloses known defects or encumbrances, and consents to transfer. These representations protect recipient organizations from future title disputes or liability claims.
Provide recipient acceptance language, signatory lines for authorized staff, and a place to record internal approval references or gift committee actions. Documenting acceptance timing is essential for accounting and inventory control.
Reserve space for a recipient-issued written acknowledgment noting a description of the donated property, statement whether any goods or services were provided, and signature from an authorized official to satisfy IRS substantiation requirements.
Provide written acknowledgment promptly to donor for tax purposes
Use appraisal dated at or before donation date
Donor must retain records for IRS review
Complete acceptance review within organizational SLA
Retain documentation per applicable retention schedule
Donor submits form and attachments
Staff confirm identity and documents
Appraisal reviewed and value recorded
Recipient signs and issues tax acknowledgment
| Field | Configuration |
|---|---|
| Signature Field | Require signer name and date |
| Attachment Field | Require appraisal or certificate upload |
| Authentication | Email or SMS code options |
| Audit Trail | Capture IP, timestamp, and actions |
Use an eSignature-capable platform that records consent, signer attribution, and a tamper-evident audit trail when collecting electronic donations.
| Criteria | Diamonds Form | Generic Receipt |
|---|---|---|
| Item Description | detailed | summary |
| Appraisal Attached | often required | rarely required |
| Acceptance Authority | documented | not always documented |
| Insurance/Transport | recorded | not required |
| 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 by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |