Can this form be signed electronically?

Yes. Electronic signatures meet legal validity under the ESIGN Act and UETA when intent, consent, attribution, and retention are present. Ensure the platform captures an audit trail and the donor consents to electronic records where consumer disclosures are required.

What information is needed for donor tax deduction?

For cash gifts, a contemporaneous written acknowledgement with donor name, amount, date, and statement of goods or services (if any) is required. Non-cash gifts may require extra valuation or Form 8283; consult IRS guidance for thresholds.

Who must sign to accept the gift for the nonprofit?

An authorized representative with delegated acceptance authority should sign and include their printed name and title. Board resolution or acceptance policy may be required for significant or restricted gifts.

Is notarization required for a Donation Gift of Hope?

Generally no for a standard donation agreement, but gifts of real property typically require notarized deed acknowledgements and possible witnesses depending on state recording rules.

How can a donor revoke or amend a gift?

Revocation terms should be stated in the agreement. If silent, state law and the nonprofit's acceptance policy govern; written notice and formal amendment signed by parties are recommended.

How long should records be kept?

Retain gift documentation at least three years for IRS purposes and six years if HIPAA applies; many organizations keep records seven years or longer for stewardship and audit defensibility.

Donation Gift of Hope

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Donation Gift of Hope

This Donation Gift of Hope Agreement (the Agreement) is made effective as of between:

Donor Name:

Donor Address

Recipient Organization:

Recipient Address

WHEREAS

WHEREAS, Donor wishes to make a philanthropic gift to support the charitable purposes of Recipient, expressly set forth below, and to memorialize the intent of this gift in writing;

WHEREAS, Recipient affirms that it is an organization qualified to receive charitable gifts and will apply the gift toward the specified purpose in accordance with the terms set forth in this Agreement;

WHEREAS, the parties desire to document the terms under which the gift will be made, accepted, administered and acknowledged.

Purpose

The gift is intended to be used for:

Scope of Work / Use of Funds

Detailed description of intended use, milestones and reporting requirements

Donation and Payment Terms

Total Donation Amount (USD) Payment Schedule and Method Late Payment Fee (if applicable)

If installments are selected, schedule shall include payment dates and amounts and shall be incorporated into this Agreement by reference. Failure to make payments may constitute default and permit Recipient to suspend use of pledged funds in accordance with the Term and Termination provisions below.

Term and Termination

Effective Start Date: Effective End Date (if any):

Notice Period for Termination

Either party may terminate this Agreement for material breach by the other party, provided that the non-breaching party gives written notice and a reasonable opportunity to cure in accordance with the notice period above. Upon termination, Recipient shall account for and return any unexpended restricted funds in accordance with the gift restrictions and applicable law.

Confidentiality

Except as required by law or as necessary to fulfill the reporting and stewardship obligations set forth herein, both parties agree to keep confidential any non-public proprietary information provided by the other party in connection with this Agreement. Confidential information does not include information that becomes publicly available through no fault of the receiving party.

Restrictions, Acknowledgement and Publicity

This donation is: Restricted to the purpose described above Unrestricted general support

If restricted, describe restriction

Donor acknowledges and agrees that the gift is a charitable donation, that no goods or services of equal or greater value are expected in exchange for the donation, and that Recipient will provide a written acknowledgement or receipt upon receipt of the donation.

Donor authorizes Recipient to: Use donor name in acknowledgements and publicity Keep donor identity confidential

Representations, Indemnity and Acknowledgements

Each party represents that it has full power and authority to enter into this Agreement. Donor warrants that any funds or property donated are free of liens and encumbrances at the time of transfer. Donor and Recipient each agree to indemnify and hold the other harmless from claims arising from the indemnifying party’s breach of its representations, willful misconduct, or gross negligence in connection with this Agreement.

Governing Law

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

Governing State

Entire Agreement

This Agreement, together with any attached schedules, exhibits or attachments, contains the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, representations and warranties, whether oral or written. Any amendment must be in writing and signed by both parties.

Notices

All notices required or permitted under this Agreement must be in writing and delivered to the addresses set forth above or to such other address as either party may designate in writing. Notice is effective upon receipt.

Execution

By signing below, the parties acknowledge that they have read, understood, and agree to be bound by the terms and conditions of this Donation Gift of Hope Agreement.

Donor:

By:

Date:

Recipient:

By:

Date:

What the Donation Gift of Hope document is

The Donation Gift of Hope is a written agreement that documents a donor's charitable gift and the recipient organization's acknowledgement of the gift, its designated purpose, and any donor conditions. Commonly used by nonprofit development teams, the form records donor identity, gift amount or description of property, intended program or fund, tax substantiation language, signature blocks, and any revocation or restricted-use terms. Properly completed, it supports donor tax reporting, internal controls, and transparent stewardship of restricted funds while serving as the binding record of the parties' intent.

Why a clear Donation Gift of Hope matters

A clear written gift agreement reduces later disputes, ensures correct fund use, and provides the documentation donors need for IRS substantiation.

Who commonly completes the Donation Gift of Hope

Typical users include both the donor and the recipient nonprofit staff responsible for acceptance and acknowledgement.

Donors and family representatives who provide identifying details, gift description, and any restrictions or designations for tax substantiation and recordkeeping.
Development officers and gift processing teams who review terms, verify donor eligibility, classify the gift in accounting, and prepare the official acknowledgment.
Legal or finance staff who confirm compliance with charitable law, review restricted-use language, and ensure the organization can legally accept the gift under its charter.

Each listed user benefits from knowing their responsibilities and what information the form must capture for legal and accounting purposes.

Step-by-step: completing and recording the gift

Follow these sequential steps to collect, verify, and store a Donation Gift of Hope so the gift is legally documented and ready for accounting and donor acknowledgement.

01

Prepare form: Choose correct template and prefill organizational data.
02

Collect donor details: Capture legal name, address, and gift description.
03

Confirm valuation: Attach appraisal or valuation if non-cash gift requires substantiation.
04

Sign and acknowledge: Obtain required signatures and provide the donor a dated acknowledgment.

Core components to include in a professional Donation Gift of Hope

A complete document combines donor facts, gift specifics, legal language on tax substantiation and restrictions, signatures, and administrative directions for processing and retention.

Donor identification

Full legal name, mailing address, taxpayer identification if requested, and contact details so the organization can issue a correct IRS substantiation letter.

Gift specification

Clear description of cash, securities, or property including counts, fair market value, and any appraisal attachments required for non-cash deductions.

Designation terms

Explicit statement of designated program, fund, or restriction, including permissible uses and reversion terms if the purpose becomes impossible.

Tax language

Acknowledgement of receipt, statement about goods or services provided (if any), and donor reliance on organization for valuation guidance where applicable.

Signature and date

Signed by donor and accepted by an authorized representative of the nonprofit, with printed names and titles to establish authority and attribution.

Revocation and amendment

Process for modifying or revoking the gift, including any notice requirements and conditions under which revocation is permitted.

Security and compliance items to record

ESIGN/UETA compliant: Use electronic records that meet legal validity tests.

HIPAA considerations: BAA required when health data is involved.

Encryption standard: TLS 1.2/1.3 in transit; AES-256 at rest.

Audit trail: Capture timestamps, IP, and signer actions.

Access controls: Limit who can view or export signed records.

Retention policy: Follow documented storage and deletion rules.

Common preparation errors to avoid

Incomplete donor information such as missing legal name or address can prevent issuance of a valid IRS acknowledgment and trigger follow-up delays.
Vague gift descriptions or missing appraisals for non-cash gifts create compliance risks and may invalidate the donor's claimed deduction for tax purposes.
Failure to document donor restrictions clearly leads to misuse of funds or disputes about permitted expenditures and internal control failures.
Using unsigned or improperly dated acknowledgements undermines the legal evidence of the gift and can cause problems during audits or donor questions.

Consequences of incorrect or missing information

Invalid deduction: Donor cannot claim tax deduction.

IRS penalties: Penalties for incorrect reporting may apply.

Loss of restriction: Unclear terms may void donor designation.

Reputational risk: Mismanaged gifts harm trust.

Recordkeeping violations: Noncompliance with retention rules.

Audit exposure: Increased probability of review.

How electronic completion typically flows

This condensed workflow shows common steps when completing the Donation Gift of Hope using an eSignature-enabled process.

Upload document: Add the template to your eSignature platform.
Place fields: Insert name, amount, date, and signature fields.
Send to signer: Deliver via email or secure link.
Capture completion: Receive signed PDF and audit trail.

Technical and platform considerations

Confirm the eSignature platform supports required formats, authentication, and integrations before sending the document for signature.

File formats: PDF, DOCX, HTML supported.
Integrations: Salesforce, NetSuite, Google Workspace.
Authentication: Email, SMS, or advanced KBA options.

Recommended workflow settings for online completion

Configure the template so required fields, signer order, and authentication match your internal control needs before distribution.

Field	Configuration
Authentication method	Email link or SMS code per signer.
Signer order	Sequential for donor then acceptance.
Conditional fields	Show valuation fields when non-cash selected.
Archive format	PDF/A with audit trail attached.

eSignature pricing and capability snapshot for gift documentation

Compare common eSignature plan starting prices and key capabilities when selecting a provider to execute Donation Gift of Hope 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	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Time-sensitive considerations and common deadlines

Certain filing and acknowledgement timelines affect tax substantiation and organizational reporting responsibilities; observe these common deadlines.

W-9 provision:

W-9 is provided upon payer request; no fixed deadline.

1099-NEC deadlines:

Form 1099-NEC to recipient and IRS due Jan 31.

1099-MISC deadlines:

To recipient Jan 31; to IRS paper Feb 28, electronic Mar 31.

Individual tax returns:

Form 1040 due April 15, extension to Oct 15 with Form 4868.

Gift acknowledgement:

Provide donor acknowledgement contemporaneously; dated acknowledgement supports deduction claims.

Frequently asked questions about completing and validating the Donation Gift of Hope

Answers below address common legal, procedural, and recordkeeping questions encountered when processing charitable gift documents.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures meet legal validity under the ESIGN Act and UETA when intent, consent, attribution, and retention are present. Ensure the platform captures an audit trail and the donor consents to electronic records where consumer disclosures are required.
What information is needed for donor tax deduction?
For cash gifts, a contemporaneous written acknowledgement with donor name, amount, date, and statement of goods or services (if any) is required. Non-cash gifts may require extra valuation or Form 8283; consult IRS guidance for thresholds.
Who must sign to accept the gift for the nonprofit?
An authorized representative with delegated acceptance authority should sign and include their printed name and title. Board resolution or acceptance policy may be required for significant or restricted gifts.
Is notarization required for a Donation Gift of Hope?
Generally no for a standard donation agreement, but gifts of real property typically require notarized deed acknowledgements and possible witnesses depending on state recording rules.
How can a donor revoke or amend a gift?
Revocation terms should be stated in the agreement. If silent, state law and the nonprofit's acceptance policy govern; written notice and formal amendment signed by parties are recommended.
How long should records be kept?
Retain gift documentation at least three years for IRS purposes and six years if HIPAA applies; many organizations keep records seven years or longer for stewardship and audit defensibility.

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