Is an electronic signature valid here?

Yes. Electronic signatures meet the ESIGN Act standard in interstate commerce (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and retention are satisfied.

When is a written receipt required?

A contemporaneous written acknowledgement is required for donor tax substantiation of individual contributions of $250 or more per IRS guidance; include date, amount, and a statement about goods or services received.

How do I correct an error after submission?

Create a corrected entry with a new timestamp and approver signature, retain the original for audit trail, and document the reason for correction in the reconciliation notes.

Who can sign to approve distributions?

An authorized officer or board designee with delegated authority should sign; document the permission in governance policies to avoid disputes.

Do I need notarization or witnesses?

Most fundraising records do not require notarization; check state rules for specific registrations or contractual instruments that may require notarization or witness signatures.

How long must I keep records?

Retain records at least 3 years for IRS purposes (IRC §6501(a)) and 6 years where HIPAA applies (45 CFR §164.530(j)); follow funder or state-specific longer retention when required.

Electronic Signature
Templates
Miscellaneous
Fundraising Activities Form

Fundraising Activities Form

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

FUNDRAISING ACTIVITIES FORM

Parties and Contact Information

Applicant Organization Name Applicant Primary Contact Applicant Address

Phone

Email

Approving Authority Name Approving Authority Title

Recitals

WHEREAS, Applicant Organization: seeks authorization to conduct fundraising activities for charitable, educational, or organizational support purposes as set forth in this form; and

WHEREAS, Approving Authority: has the authority to review and approve fundraising activities and to impose conditions reasonably necessary to ensure legal compliance and the protection of public safety and beneficiary interests; and

NOW, THEREFORE, the parties agree as follows.

Scope of Fundraising Activities

Activity Title Detailed Scope of Work and Activities Primary Beneficiary Event Locations

Start Date:

End Date:

Estimated Attendance:

Methods of Fundraising

Indicate all methods to be used (check all that apply):

In-person solicitation/collection Online crowdfunding or donation platform Auctions (live or silent) Raffles or games of chance Merchandise sales Food and beverage sales Corporate or individual sponsorships Other:

Estimated Budget and Payment Terms

Estimated Gross Proceeds Anticipated Net Proceeds to Beneficiary (Allocation) Organizer Fee or Cost Recovery Amount Payment Schedule and Remittance Late Fee for Late Remittance

Permits, Insurance and Compliance

Applicant affirms that all required permits, licenses, charitable registrations, and approvals necessary to conduct the activities described herein will be obtained and maintained. Please indicate status:

Permits/Licenses required If obtained, list permit numbers or issuing authority: General liability insurance certificate on file Insurer Name

Recordkeeping and Reporting

Applicant shall maintain accurate books and records of all receipts and disbursements related to the fundraising activities and shall provide a complete financial reconciliation to the Approving Authority and the Beneficiary by:

Location and Retention of Records

Term and Termination

This authorization is effective as of and shall terminate on unless earlier terminated as set forth below.

Either party may terminate this authorization for cause on written notice to the other party. Except in cases of material breach, the terminating party shall provide at least days' prior written notice.

Confidentiality

The parties acknowledge that in connection with the fundraising activities they may receive Confidential Information. "Confidential Information" means nonpublic business, financial, donor, or proprietary information disclosed in any form. The receiving party shall: (a) use Confidential Information solely for performance under this authorization; (b) restrict disclosure to employees, contractors, or agents with a need to know who are bound to confidentiality obligations; and (c) take reasonable measures to protect Confidential Information from unauthorized disclosure. Confidential Information does not include information that is or becomes publicly available other than by breach of this provision, or is independently developed without use of the disclosing party's Confidential Information.

Indemnification and Liability

Applicant shall indemnify, defend and hold harmless the Approving Authority and the Beneficiary from and against any and all claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of Applicant's negligence, willful misconduct, or breach of this authorization in connection with the fundraising activities. The Approving Authority's approval does not create any duty or liability for the Approving Authority for acts or omissions of the Applicant.

Governing Law and Entire Agreement

This authorization and any dispute arising out of it shall be governed by the laws of the State of without regard to conflict of laws principles. This document constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous agreements, understandings, negotiations and communications, whether written or oral.

Acknowledgment and Certification

By signing below, Applicant certifies that the information provided in this Fundraising Activities Form is true and complete to the best of Applicant's knowledge, that Applicant will conduct the described activities in compliance with all applicable laws, regulations and ordinances, and that Applicant will remit funds to the designated Beneficiary as set forth above.

Applicant

Printed Name:

By:

Date:

Approving Authority

Printed Name:

By:

Date:

What the Fundraising Activities Form Is and When It’s Used

The Fundraising Activities Form documents planning, approvals, receipts, and outcomes for a fundraising event or campaign. It typically records organizer details, event or campaign description, fundraising methods, donor information, amounts collected, and distribution plans. Organizations use it to ensure internal controls, donor acknowledgments, grant compliance, and transparent reporting to boards or regulators. The form can be a standalone record or integrated with donor management systems, and it supports audit trails and post-event reconciliation.

Why a Structured Fundraising Activities Form Matters

A consistent form reduces errors, speeds reconciliation, and creates an auditable record for donors, regulators, and auditors. It helps meet donor substantiation rules and supports internal governance without replacing legal advice.

Who Prepares and Who Signs the Form

Assign clear role responsibilities on the form (preparer, reviewer, approver) to avoid later disputes and ensure traceability.

Development and event staff responsible for campaign logistics and donor contact details.
Finance or treasury personnel who reconcile deposits, issue receipts, and track restricted funds.
Executive director or board designee with legal authority to certify accuracy and compliance.

Essential Sections to Include on a Professional Form

A complete Fundraising Activities Form groups event metadata, financial data, donor acknowledgments, approvals, and follow-up actions so reviewers can assess compliance and results quickly.

Event Details

Event name, date, location, and campaign code; provides the context needed to link receipts and budget items to the correct fundraiser.

Organizer Contact

Name, role, phone, and email for the staff member responsible for coordination and post-event questions or audit follow-up.

Donation Records

Line items for each contribution: donor name, donation type (cash, check, card), amount, payment date, and any restrictions or designated funds.

Donor Acknowledgment

Receipt text or checkbox showing whether a written acknowledgment was issued when required for tax substantiation.

Approvals

Signature blocks or e-sign fields for preparer, finance reviewer, and authorized approver to confirm accuracy and release of funds.

Post-Event Actions

Reconciliation notes, expense summaries, vendor invoices attached, and follow-up tasks for donor stewardship or compliance reporting.

Step-by-Step: Completing the Fundraising Activities Form

Follow this sequence to collect, verify, and finalize fundraiser records efficiently.

01

Enter event metadata: Record name, date, location, and campaign code.
02

Log contributions: Add each donor line with amount and payment method.
03

Issue acknowledgments: Send receipts required for tax substantiation promptly.
04

Review and approve: Finance reconciles totals and an authorized signer certifies the report.

How to Configure the Form for Online Use

Standardize online workflow settings so submitted forms route automatically to the right reviewers and generate required receipts.

Field	Configuration
Template Name	Use descriptive naming (Campaign_YYYY_Name) for version control.
Conditional Fields	Show restricted-fund fields only when donor indicates restrictions.
Auto-Notify	Email finance and organizer on submission for immediate reconciliation.
Cloud Save	Auto-save to your donor CRM or cloud folder for record linking.

Digital Submission and Integration Considerations

Choose platform settings that preserve an audit trail and support secure export to your accounting system; verify BAA requirements if handling protected health information.

Integrations: CRM and cloud storage
Authentication: Email link or multi-factor
File formats: PDF and DOCX supported

Routing Flow for Submissions and Receipts

A clear routing flow ensures each submission is validated, acknowledged, and reconciled without manual handoffs.

Submit form: Organizer completes and submits online or uploads PDF.
Automated validation: Fields checked for required data and formats.
Finance review: Amounts reconciled to deposits and processor reports.
Acknowledgment sent: System issues donor receipt when required.

Timing and Reporting Deadlines to Observe

Key timing rules affect donor substantiation and internal reconciliation; track these deadlines for tax and stewardship purposes.

Donor receipt timing:

Provide written acknowledgment contemporaneously for gifts $250+ to support IRS deduction rules.

Year-end reconciliation:

Complete campaign reconciliation before fiscal-year close to ensure accurate financial statements.

Grant reporting dates:

Follow funder-specific interim and final report deadlines included in award terms.

Sales tax filings:

If applicable for retail fundraising sales, file state returns by state deadlines.

Record retention start:

Retention periods generally begin on the date of the event or contribution.

Common Preparation Mistakes to Avoid

Incomplete donor details that prevent proper receipt issuance and tax substantiation.
Recording totals without supporting deposit records, making reconciliation difficult during audits.
Not capturing donor restrictions or designations clearly, causing misallocation of funds.
Relying on handwritten forms that increase data-entry errors and delay processing.

Risks If the Form Is Incorrect or Incomplete

Tax Substantiation: Donors may lose deduction eligibility without proper written acknowledgement.

Regulatory Noncompliance: State charitable registration violations can lead to fines or enforcement action.

Audit Findings: Poor records increase audit risk and may trigger corrective requirements.

Reputational Harm: Misapplied funds or late reporting can damage donor trust.

Payment Discrepancies: Unreconciled payments can result in accounting restatements.

Data Privacy: Improper handling of donor data may violate privacy expectations or agreements.

Security and Compliance Considerations for Donor Data

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

HIPAA: BAA available when PHI is handled

Audit Trail: Timestamps, IP, and action logs recorded

Certifications: SOC 2 Type II and ISO 27001 compliant

Authentication: Support for multi-factor and advanced signer checks

Accessibility: WCAG 2.0 Level AA accessibility support

Comparison: eSignature Pricing and Core Criteria

A neutral comparison of starting prices and common capabilities across leading eSignature providers; signNow is listed first per page convention.

	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 (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-World Examples of the Form in Use

These concise case notes illustrate how organizations rely on a structured form for compliance and speed.

Optica Ventures (Operations)

Optica used a standardized fundraising form to consolidate donor records across events.

This reduced time to reconcile deposits.
The organized recordkeeping simplified monthly finance reviews and provided clear donor acknowledgments for tax substantiation while improving visibility for executive reporting.

Martin Properties (Real Estate Charity Gala)

Martin Properties processed event donations and sponsorships using a fillable form.

Signatures and receipts were automated.
Automating acknowledgments and routing reduced manual entry, improved donor stewardship, and ensured accounting matched bank deposits for audit trails.

Best Practices for Accurate, Efficient Forms

Adopt these practices to reduce errors and ensure defensible records for donors and regulators.

Standardize field formats

Require MM/DD/YYYY for dates, numeric amounts with two decimals, and standardized campaign codes to simplify automated imports and reconciliation across accounting and CRM systems.

Require minimal mandatory fields

Mark donor name, donation amount, and payment method as required to prevent incomplete submissions that block receipt issuance and reconciliation.

Use conditional logic

Show restricted-fund fields or receipt templates only when applicable to reduce clutter and ensure consistent donor stewardship language is used.

Preserve audit trails

Capture who made each entry, timestamps, and any edits to support internal reviews and external audits without relying on separate logs.

Frequently Asked Questions about the Fundraising Activities Form

Answers to common operational, legal, and technical questions about completing, signing, and storing the form.

Need help? Contact support

Is an electronic signature valid here?
Yes. Electronic signatures meet the ESIGN Act standard in interstate commerce (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and retention are satisfied.
When is a written receipt required?
A contemporaneous written acknowledgement is required for donor tax substantiation of individual contributions of $250 or more per IRS guidance; include date, amount, and a statement about goods or services received.
How do I correct an error after submission?
Create a corrected entry with a new timestamp and approver signature, retain the original for audit trail, and document the reason for correction in the reconciliation notes.
Who can sign to approve distributions?
An authorized officer or board designee with delegated authority should sign; document the permission in governance policies to avoid disputes.
Do I need notarization or witnesses?
Most fundraising records do not require notarization; check state rules for specific registrations or contractual instruments that may require notarization or witness signatures.
How long must I keep records?
Retain records at least 3 years for IRS purposes (IRC §6501(a)) and 6 years where HIPAA applies (45 CFR §164.530(j)); follow funder or state-specific longer retention when required.

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