Can this form be signed electronically?

Yes. Electronic signatures meet federal ESIGN (15 U.S.C. ch. 96) and state UETA requirements in most U.S. jurisdictions, provided intent, consent, attribution, and retention requirements are satisfied.

Does a donor need a W-9?

Request a W-9 when the donor may receive reportable payments or when your organization needs a TIN for tax reporting; W-9s should be collected before issuing taxable payments.

What supports a donor’s tax deduction?

Provide a written acknowledgment describing the donated property and stating whether any goods or services were provided in return; donors generally need this for contributions of $250 or more.

How do I correct errors after signing?

If minor errors occur, prepare an amendment or corrected form signed by the same parties; for material changes, rescind and re-execute a new signed form to preserve clarity and auditability.

Is notarization required for donated property?

Not typically required for the gift request form itself, but transfers of titles (vehicles, real property) may require notary or additional transfer documents per state rules.

How long must we keep signed forms?

Retain signed gift records at least three years from filing for IRS purposes and up to six years for HIPAA-related health records; longer retention may apply depending on state law and asset type.

Electronic Signature
Templates
Miscellaneous
Donation Gift Request Form

Donation Gift Request Form

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

DONATION GIFT REQUEST AND GIFT AGREEMENT

Recipient (Requesting Organization):

Recipient Address:

Contact Person: Phone: Email:

Proposed Donor / Company Name:

Donor Contact (if known): Phone:

RECITALS

WHEREAS, Recipient is an organization engaged in charitable, educational, or community activities and seeks support in the form of a donation to advance the Recipient's stated programs and objectives; and

WHEREAS, Donor has expressed a willingness to provide a donation or pledge under the terms and conditions set forth in this Donation Gift Request and Gift Agreement; and

NOW, THEREFORE, in consideration of the mutual promises contained herein, and other good and valuable consideration, the parties agree as follows.

SCOPE OF USE (SCOPE OF WORK)

Describe the project, program, or event for which the gift will be used

GIFT DETAILS

Type of Gift

Monetary donation (cash, check, electronic) Pledge (installment) In-kind (goods or services)

If monetary or pledge, total amount requested Payment schedule or delivery instructions If in-kind, describe items or services and estimated fair market value Estimated delivery or fulfillment date

PAYMENT TERMS

Donation Amount: Payment Method:

Installment schedule (if applicable):

Late Payment: Payments not received within 30 days of the scheduled due date shall bear interest or a late fee as outlined here:

Late fee or interest rate

USE RESTRICTIONS AND ACKNOWLEDGMENT

Recipient represents and warrants that the gift will be applied to the Scope of Use described above and will not be diverted to unrelated purposes without prior written consent of Donor. Recipient will retain records of expenditures and make such records available to Donor upon reasonable request.

Donor acknowledgment and recognition requested (check all that apply):

Name listed in program materials Logo displayed on materials Press release or media recognition Anonymous (no public recognition)

Specific acknowledgement language requested

TERM AND TERMINATION

Term Commencement Date: Term Expiration Date:

Either party may terminate this Agreement for material breach upon written notice if the breaching party fails to cure the breach within the notice period specified below.

Notice period to cure (days)

CONFIDENTIALITY

Each party shall keep confidential any non-public information disclosed by the other party in connection with this Agreement and shall not disclose such information to third parties except as required by law or with the prior written consent of the disclosing party. Confidential information shall not include information that is or becomes public through no fault of the receiving party.

Confidentiality duration (years)

REPRESENTATIONS, TAX CERTIFICATION, AND COMPLIANCE

Recipient represents that it has the authority to receive and use the gift for the stated purposes. Recipient further represents that it will comply with all applicable laws and regulations governing the use of donated funds and goods. Donor acknowledges that receipt of this request does not constitute acceptance; acceptance will be confirmed in writing when Donor signs below.

Tax Treatment Acknowledgement: The parties acknowledge that the tax consequences of the gift will depend on the individual circumstances of the Donor and that neither party is providing tax advice through this Agreement. Donor should seek independent tax advice as needed.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state specified below in the Governing Law field, without regard to conflict of laws principles.

Governing law state

ENTIRE AGREEMENT

This Agreement constitutes the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous negotiations, representations, and agreements, whether written or oral. Any amendment or modification of this Agreement must be in writing and signed by both parties.

ADDITIONAL TERMS

Special conditions, reporting requirements, or other terms

Recipient (Requesting Organization) — Print Name:

By (Signature):

Date:

Donor — Print Name:

By (Signature):

Date:

What the Donation Gift Request Form Is and when it’s used

A Donation Gift Request Form is a written request used by nonprofit organizations, schools, and charities to document a donor’s intent to give cash, goods, or services. It captures donor identity, a clear description of the gift, any restrictions or designated purpose, the intended transfer date, and signature authority. Properly completed forms support internal approval, tax substantiation, inventory or title transfer, and donor acknowledgments. When combined with an organized receipting process and an audit trail, the form becomes a primary record for accounting, stewardship, and compliance purposes.

Why a formal Donation Gift Request Form matters

A standardized form reduces errors, documents donor intent, and supports tax substantiation under IRS guidance; it also clarifies restrictions and responsibilities while creating an auditable record acceptable under ESIGN (15 U.S.C. ch. 96) and UETA.

Who typically completes or receives this form

Organizations and individuals use this form to record promised gifts and start internal processing workflows.

Nonprofit development teams and gift officers who record pledges and manage acknowledgments.
Corporate social responsibility or philanthropy contacts documenting company donations and matching gifts.
Finance or accounting staff responsible for valuation, receipting, and tax reporting.

Use the form to ensure consistent intake, confirm authority to pledge, and create a retrievable record for stewardship and tax documentation.

Step-by-step: complete the Donation Gift Request Form

Follow these core steps to capture donor intent and process the gift efficiently.

01

Prepare the form: Use an approved template with required fields.
02

Collect donor details: Obtain legal name, contact, and valuation info.
03

Verify authority: Confirm signer has delegation to pledge.
04

Execute and log: Sign, date, and save with audit trail.

Typical digital workflow for completing and approving the form

A common online flow reduces manual handoffs and ensures every signed form is stored with a timestamped audit trail.

Upload document: Add the template to the signing platform.
Place fields: Add name, date, signature, and conditional fields.
Send to signer: Deliver via email link or secure portal.
Capture signature: Record signature, IP, and timestamp in audit trail.

Recommended electronic workflow settings

Configure the workflow to match your verification needs and retention policy before sending forms for signature.

Field	Configuration
Recipient email	Required; use organizational address when possible
Authentication	Email link or optional SMS code
Conditional fields	Show valuation fields only for noncash gifts
Save copy	Store signed PDF with audit trail

Technical considerations for eSigning and storage

Ensure the chosen platform supports secure signing, PDF export, and access controls before you collect signatures.

File formats: PDF, DOCX supported
Integrations: CRM, cloud storage, and ERP systems
Authentication: Email, SMS, or advanced methods

Key features a professional Donation Gift Request Form should include

Design the form to capture all acceptance criteria while supporting digital signing and internal review steps.

Complete donor identity

Fields for legal name, organization, mailing address, phone, and email plus TIN or W-9 request when tax reporting is possible.

Clear gift description

Structured description fields for cash, in-kind items, property, and services with space to attach appraisals or titles as needed.

Valuation and appraisal

Separate fields for estimated fair market value, appraisal attachment, and whether a qualified appraisal was obtained for noncash gifts.

Restrictions and designation

Explicit selection for restricted vs unrestricted gifts and a text area for donor conditions and donor-specified program codes.

Signature and authorization

Lines for donor signature, authorized organizational acceptance signature, printed names, titles, and signature dates, with audit trail metadata.

Recordkeeping fields

Internal tracking fields for gift ID, fund code, processing status, and links to receipting or tax forms.

Security and compliance checklist for stored forms

Encryption: AES-256 at rest

Transport security: TLS 1.2/1.3 in transit

Audit trail: Timestamped signature events

Legal compliance: ESIGN and UETA compliant

Healthcare: HIPAA available with BAA

Certifications: SOC 2 Type II, ISO 27001

Common mistakes to avoid when preparing the form

Failing to describe noncash gifts precisely, which can prevent accurate valuation and delay acceptance or receipting.
Missing signature authority or delegation documents, causing internal rejection or inability to enforce restrictions.
Not including valuation documentation or appraisal attachments for high-value noncash gifts, risking IRS disallowance.
Using inconsistent templates across teams, which leads to missing fields and gaps in audit trails.

Practical penalties and legal risks of incorrect or incomplete forms

Tax reporting penalties: IRC §6721 late-filing penalties may apply

Donor deduction risk: Insufficient acknowledgement may deny donor tax deduction

Backup withholding: Missing TIN can trigger 24% backup withholding

Invalid transfer: Title transfers without proper forms may be void

Reputational harm: Noncompliance with donor restrictions can damage trust

Recordkeeping fines: Failure to retain records may violate agency rules

Key deadlines and timing expectations

Track donor-requested transfer dates, internal processing SLAs, and tax-reporting deadlines to avoid penalties and donor dissatisfaction.

W-9 request:

Provide upon request; collect before reportable payments

1099-NEC deadline:

Jan 31 to recipient and IRS

Individual tax return:

April 15 (Form 1040) and extensions to Oct 15

Acknowledgment timing:

Issue written acknowledgement promptly; advisable within 14 days

Internal SLA:

Process and receipt gifts within 5–10 business days typically

Practical tips for accurate, auditable completion

Follow these best practices to reduce risk and improve donor experience while maintaining compliance.

Verify donor identity and TIN

Request a W-9 for donors who may receive reportable payments; confirm names match government records to avoid backup withholding or mismatches in tax filings.

Document valuation clearly

For noncash gifts over threshold values, attach qualified appraisals or valuation worksheets and record the valuation date to support donor tax substantiation.

Use standardized templates

Adopt an organization-wide approved template with required fields to ensure consistent intake, routing, and ease of auditing across teams and programs.

Preserve the audit trail

When using eSignature platforms, retain the signed PDF plus the platform certificate of completion showing signer identity, IP address, and timestamps.

Real-world examples of online form use in operations

Organizations use standardized digital forms to speed intake, maintain records, and support remote donor interactions.

Optica Ventures — COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

The team used digital forms for donor pledges.
As a result, the organization reduced processing delays and maintained consistent documentation for audit and stewardship purposes.

Martin Properties — Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

They used electronic gift request and receipting workflows.
This enabled remote donors to complete transactions without in-person meetings while preserving signature and retention records for compliance.

How the Donation Gift Request Form compares with similar documents

Knowing which document to use prevents duplication and ensures the appropriate legal and accounting effects are captured.

Document Type	Purpose	Typical use
Donation Gift Request Form	solicits donor commitment	intake and approval
Donation Receipt	acknowledges completed gift	donor tax substantiation
Gift Agreement	sets legal transfer terms	enforceable obligations
Letter of Intent	non-binding pledge	early-stage commitment

Typical eSignature vendor pricing and basic capabilities

Basic pricing and capability distinctions among common eSignature vendors. signNow is listed first per platform comparison 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	Yes, 7-day trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Donation Gift Request Form

Answers to common questions on signatures, tax substantiation, corrections, and electronic submission for Donation Gift Request Forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures meet federal ESIGN (15 U.S.C. ch. 96) and state UETA requirements in most U.S. jurisdictions, provided intent, consent, attribution, and retention requirements are satisfied.
Does a donor need a W-9?
Request a W-9 when the donor may receive reportable payments or when your organization needs a TIN for tax reporting; W-9s should be collected before issuing taxable payments.
What supports a donor’s tax deduction?
Provide a written acknowledgment describing the donated property and stating whether any goods or services were provided in return; donors generally need this for contributions of $250 or more.
How do I correct errors after signing?
If minor errors occur, prepare an amendment or corrected form signed by the same parties; for material changes, rescind and re-execute a new signed form to preserve clarity and auditability.
Is notarization required for donated property?
Not typically required for the gift request form itself, but transfers of titles (vehicles, real property) may require notary or additional transfer documents per state rules.
How long must we keep signed forms?
Retain signed gift records at least three years from filing for IRS purposes and up to six years for HIPAA-related health records; longer retention may apply depending on state law and asset type.

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