Is a donation request form legally required?

Not always. A form documents donor intent and supports internal controls and tax substantiation. Written acknowledgments are essential for donor deductions under IRS rules (see IRC §170 guidance).

Can donors sign the form electronically?

Yes, electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

When is an appraisal or valuation needed?

Donors should obtain professional appraisals for non-cash gifts above IRS thresholds (e.g., $5,000), and organizations should note when an appraisal is required for IRS substantiation.

Do I need a notary or witness?

Most donation forms do not require notarization. Specific transactions (e.g., property transfers) often require a notarized deed and recording; consult state recording requirements.

What supporting documents should accompany the form?

Attach invoices, photos, appraisals, title documents for property, and any donor restrictions or gift agreements to support acceptance and reporting.

How can a donor revoke or change a donation?

Revocation rights depend on donor agreement terms and any legal transfer. Document revocations in writing and consult counsel for restricted or conditional gifts.

Electronic Signature
Templates
Charity
Donation Request Form

Donation Request Form

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

What a Donation Request Form Is and When It’s Used

A Donation Request Form is a written record used to request charitable contributions, gifts-in-kind, or sponsorships from individuals, businesses, or foundations. It documents the donor’s name and contact details, the type and estimated value of the gift, any restrictions or designated purpose, and the organization’s receipt or acknowledgment terms. Organizations use this form to standardize intake, support tax substantiation, and provide donors with clear terms for restricted gifts or in-kind donations, improving recordkeeping and compliance with donor acknowledgment rules.

Why a Clear Donation Request Form Matters

A well-structured form reduces ambiguity about gift purpose, supports donor tax substantiation, and streamlines internal review and acceptance.

Who Typically Completes or Signs This Form

Typical users include nonprofit development staff, volunteer coordinators, and corporate giving officers who manage contributions and acknowledgments.

Nonprofit Development Teams: Staff who solicit, record, and acknowledge gifts; they ensure donor intent and accounting accuracy.
Corporate Giving Officers: Employees handling employee matching and corporate sponsorships, aligning gifts with company policy.
Volunteer or Program Coordinators: Individuals who accept in-kind donations or manage event sponsorships and logistics.

Keep form access limited to authorized staff and use standardized workflows to maintain consistent donor records and controls.

Core Elements to Include on a Professional Donation Request Form

Design the form to gather essential donor information, describe the gift, capture legal authorizations, and note any conditions or valuation details for internal and tax records.

Donor Details

Full legal name, organization (if applicable), mailing address, email, and phone to support contact and acknowledgment.

Gift Description

Clear description of goods or services donated, quantity, serial numbers if applicable, and any material defects or restrictions.

Estimated Value

Organization’s good-faith estimate for in-kind gifts and a note that donor is responsible for tax valuation where required.

Designation

Explicit designation of purpose or restricted use (program, capital project, scholarship) and acceptance conditions.

Authorization

Signature block for donor and an acceptance signature for the organization with printed name and title.

Acknowledgment

Statement confirming receipt and details required for IRS substantiation and any donor acknowledgment timeline.

Required Fields to Capture on the Form

Donor Name: Full legal name

Contact Information: Address, email, phone

Gift Type: Cash or in-kind

Gift Details: Description and quantity

Estimated Value: Dollar estimate

Signature: Donor signature and date

Step-by-Step: Completing a Donation Request Form

Follow this order to gather complete information, verify donor intent, and document acceptance for accounting and tax purposes.

01

Collect Donor Info: Enter full name, address, email, and phone.
02

Describe the Gift: Record type, quantity, and condition.
03

Confirm Valuation: Provide estimated value or attach appraisal.
04

Sign and Date: Obtain donor signature and organization acceptance.

Where to Send or File a Completed Form

Identify internal routing and external recipients so records and tax acknowledgments are issued promptly after acceptance.

Development Office: Primary recipient for processing and acknowledgment issuance.
Accounting: Forward copy for valuation and ledger entry.
Program Manager: Notify for restricted or in-kind gifts needing coordination.
Donor Copy: Provide signed acknowledgment to donor.

Configuring an Online Donation Intake Workflow

Set up fields, routing, and notifications to automate acceptance, acknowledgment, and accounting entries when processing electronically.

Field	Configuration
Donor Contact	Required field; validate email format
Gift Details	Conditional display for in-kind entries
Valuation	Optional numeric field with currency mask
Routing Rule	Auto-send to accounting and dev office

Delivery Options and Technical Requirements

Choose formats and delivery channels that maintain an audit trail and secure donor data before and after signing.

Accepted Formats: PDF, DOCX
Authentication: Email or SMS code
Integrations: CRM and cloud storage

Ensure the platform you use supports audit trails, retention export, and secure storage compatible with your records policy.

Timelines and Expected Processing Milestones

Set clear internal deadlines to issue acknowledgments, record gifts, and meet any tax-substantiation requirements.

Acknowledgment Issued:

Issue written acknowledgment within 14 days of acceptance when feasible

Accounting Entry:

Record gift in ledger within the current accounting period

Donor Follow-Up:

Contact donor within 7–14 days for missing details

Appraisal Required:

Begin appraisal process promptly for gifts $5,000 or more

Record Retention:

Preserve donor records per retention policy and legal standards

Common Mistakes to Avoid When Preparing the Form

Incomplete donor contact details that prevent issuance of a valid IRS acknowledgment for tax purposes.
Vague gift descriptions that complicate valuation, acceptance decisions, and inventory tracking for in-kind donations.
Failing to obtain donor signature or clear electronic consent, which can undermine attribution and legal enforceability.
Not routing restricted gifts to program managers, resulting in misuse or failure to honor donor intent.

Risks and Consequences of Incomplete or Incorrect Forms

Tax Deduction Risk: Donor deduction disallowed

Valuation Exposure: Appraisal disputes possible

Regulatory Penalty: Charitable registration fines

Reputational Harm: Donor trust erosion

Accounting Errors: Misstated financials

Privacy Breach: PII exposure risk

Comparing eSignature Options for Donation Forms

Select a vendor based on price, bulk send, audit trail, HIPAA support, and envelope or session limits relevant to donation intake volume.

	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
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Donation Request Forms

Answers to frequent questions on form validity, e-signatures, tax substantiation, and common handling scenarios for U.S. organizations.

Need help? Contact support

Is a donation request form legally required?
Not always. A form documents donor intent and supports internal controls and tax substantiation. Written acknowledgments are essential for donor deductions under IRS rules (see IRC §170 guidance).
Can donors sign the form electronically?
Yes, electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
When is an appraisal or valuation needed?
Donors should obtain professional appraisals for non-cash gifts above IRS thresholds (e.g., $5,000), and organizations should note when an appraisal is required for IRS substantiation.
Do I need a notary or witness?
Most donation forms do not require notarization. Specific transactions (e.g., property transfers) often require a notarized deed and recording; consult state recording requirements.
What supporting documents should accompany the form?
Attach invoices, photos, appraisals, title documents for property, and any donor restrictions or gift agreements to support acceptance and reporting.
How can a donor revoke or change a donation?
Revocation rights depend on donor agreement terms and any legal transfer. Document revocations in writing and consult counsel for restricted or conditional gifts.

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