Can this document be signed electronically?

Yes. Electronic signatures satisfy federal ESIGN Act requirements (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are present. Some narrow exceptions (wills, certain court filings) remain inapplicable to typical fundraising documents.

Do I need notarization or witnesses?

Generally no for standard fundraising agreements. Notarization or witnesses are only required if a state statute or a specific instrument (e.g., deed, power of attorney) demands it. Check state rules when attaching affidavits or self-proving statements.

What if donor information is health-related?

If donor data involves protected health information, treat it under HIPAA and execute a Business Associate Agreement when a vendor processes PHI. Limit data collection to what is necessary and document consent for disclosure.

How long must I retain signed records?

Follow federal minima—IRS records for three years (IRC §6501(a)) and HIPAA six years (45 CFR §164.530(j)) where applicable—and extend retention for industry-specific or state-mandated periods.

Are there penalties for improper reporting?

Yes. For tax information returns, IRC §6721 authorizes penalties ranging from $60 to $330 per form for late or incorrect filings and higher amounts for intentional disregard.

How do I correct or revoke a signed fundraising document?

Corrections require mutual agreement and re-signature or amendment language in the original document. Revocation depends on the contract terms and applicable law; treat donor refunds and cancellations per stated refund policy and consult counsel for disputed matters.

Electronic Signature
Templates
Miscellaneous
Fundraising Campaign Document

Fundraising Campaign Document

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

FUNDRAISING CAMPAIGN AGREEMENT

This Fundraising Campaign Agreement (the Agreement) is entered into by and between:

Organizer Legal Name Organizer Entity Type (select one)

Individual Nonprofit Corporation

Organizer Address Beneficiary Legal Name Beneficiary Address

RECITALS

WHEREAS, Organizer will plan, promote and execute a fundraising campaign to raise funds for the Beneficiary for the purpose of ; and

WHEREAS, the parties desire to set forth their respective rights and obligations with respect to the solicitation, handling and distribution of funds raised during the campaign titled "" with a target goal of ; and

WHEREAS, the parties intend for Organizer to act as an independent contractor in performing campaign services and not as an employee of the Beneficiary.

SCOPE OF WORK

Organizer shall provide fundraising planning, donor outreach, event coordination, online solicitation and reporting as described below. The campaign shall employ the fundraising methods and channels agreed by the parties and shall adhere to all applicable legal and ethical fundraising standards.

Detailed Scope of Work

PAYMENT TERMS

The Beneficiary shall pay Organizer compensation as set forth below. All fees are exclusive of any taxes for which the receiving party is responsible.

Total Compensation Fee Structure

Flat fee Percentage of funds raised

If percentage, specify percentage Payment Schedule / Milestones Late Payment Fee

All campaign receipts shall be received and held in a segregated account. Organizer shall disburse net funds to Beneficiary within the timeframe specified in the Payment Schedule and must provide an itemized accounting supporting such disbursements.

TERM AND TERMINATION

This Agreement commences on and shall terminate on unless earlier terminated in accordance with this section.

Notice Period for Termination Without Cause Termination for Cause (grounds)

Upon termination, Organizer shall deliver to Beneficiary all funds, records and donor lists collected on behalf of Beneficiary and shall cease representing any affiliation with the campaign. Any fees earned and unpaid through the date of termination shall be paid in accordance with the Payment Terms.

CONFIDENTIALITY

Each party shall maintain the confidentiality of confidential information disclosed by the other party in connection with the campaign, including donor contact information, contribution amounts, personal data and non-public financial reports (Confidential Information). Confidential Information shall not be used for any purpose other than performance under this Agreement and shall not be disclosed to third parties except as necessary to perform the services or as required by law.

Permitted Disclosures (describe if any)

Notwithstanding the foregoing, Organizer may disclose donor information to payment processors and service providers engaged to facilitate the campaign, provided such parties are bound to confidentiality obligations consistent with this Agreement.

REPORTING AND AUDIT

Organizer shall provide Beneficiary with periodic reports detailing gross receipts, refunds, charges, expenses and net amounts remitted. Beneficiary shall have the right, upon reasonable notice, to audit Organizer's books and records related to the campaign during normal business hours.

COMPLIANCE

Organizer shall conduct all solicitation activities in compliance with applicable laws, donor disclosure requirements and payment card industry standards. Organizer will promptly notify Beneficiary of any complaint, regulatory inquiry or data breach affecting campaign donors or funds.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction of without regard to its conflict of law principles.

ENTIRE AGREEMENT

This Agreement, including any exhibits and attachments expressly incorporated herein, constitutes the entire agreement between the parties regarding the campaign and supersedes all prior and contemporaneous agreements, understandings and negotiations, whether written or oral, relating to the subject matter hereof. Any amendment must be in writing signed by both parties.

LIMITATION OF LIABILITY

Except for willful misconduct or gross negligence, neither party shall be liable to the other for incidental, consequential or punitive damages arising from performance under this Agreement. The parties' aggregate liability for direct damages shall not exceed the total compensation paid to Organizer under this Agreement.

NOTICES

Organizer Notice Contact Beneficiary Notice Contact

Organizer:

By:

Date:

Beneficiary:

By:

Date:

What a Fundraising Campaign Document Is and When It’s Used

A Fundraising Campaign Document describes the scope, objectives, donor terms, and administrative rules for a specific fundraising effort. It typically includes campaign goals, target audience, donation methods, use of funds, donor acknowledgements, reporting frequency, and contact information. Organizations use it to standardize donor communications, record legal commitments, and document governing terms for online and offline solicitations. Properly drafted, it also clarifies responsibilities for compliance with charitable solicitation laws, tax reporting, and data privacy obligations when handling donor information.

Why a Clear Fundraising Campaign Document Matters

A concise, accurate document reduces legal risk, ensures consistent donor messaging, and supports regulatory compliance for charitable solicitations and tax reporting. It protects both the organization and contributors by defining permitted uses of funds, reporting cadence, refund or cancellation terms, and privacy safeguards.

Who Typically Prepares and Signs This Document

Organizations and individuals preparing fundraising efforts rely on this document to align operations and meet legal requirements.

Nonprofit staff and development directors who manage campaigns and donor relations.
Board officers and executive leadership responsible for legal and fiduciary approval.
Professional fundraisers and consultants who coordinate solicitation strategy and compliance.

Multiple internal stakeholders plus any external vendors or fiscal sponsors should review and approve the document before launch.

Typical Signers and Their Roles

Development Director

The Development Director supervises campaign execution, certifies donor solicitation language, and usually signs to confirm operational readiness and reporting commitments on behalf of the nonprofit.

Board Chair

The Board Chair provides legal and fiduciary approval for campaign scope, verifies budget and use-of-funds provisions, and signs to authorize public solicitation and binding commitments.

Essential Parts of a Professional Fundraising Campaign Document

A professional document balances legal clarity and donor-friendly language. Include sections that make responsibilities, timelines, and financial handling explicit.

Campaign Summary

Short description of goals, target amount, duration, and primary activities so readers immediately understand campaign purpose.

Use of Funds

Clear statement describing how donations will be used, any restricted purposes, and procedures for reallocating unused restricted funds.

Donation Methods

Accepted payment channels, recurring donation rules, refund policy, and receipt issuance process for tax substantiation.

Donor Acknowledgement

Language describing receipts, tax acknowledgment, and whether the donor will receive goods or services in exchange.

Privacy & Data

How donor data will be stored, shared, retained, and protected in accordance with applicable privacy and health or financial rules.

Compliance

Statement of applicable solicitation registrations, governing law, record retention, and signatory authority for enforcement purposes.

Step-by-Step: Completing the Fundraising Campaign Document

Follow these steps in order to create a compliant, donor-ready campaign document and prepare for signatures and distribution.

01

Prepare draft: Populate campaign sections with accurate goals and dates.
02

Review compliance: Check charitable solicitation registration and tax implications.
03

Obtain approvals: Secure signatures from authorized officers and legal counsel if needed.
04

Distribute receipts: Issue donor acknowledgements with required tax language.

Configuring an Online Completion Workflow

Map each document field to a specific workflow setting to automate routing, authentication, and confirmation steps.

Form Fill Field Configuration Mapping	Configuration
Campaign Title Field	Required text field; single-line
Donation Amount Field	Numeric field; validation for currency
Donor Email Field	Required; used for delivery and receipts
Signature Field	Signer-assigned, date-stamped, audit-trail enabled

How Online Collection and Signing Typically Flow

A standard digital signing flow speeds donor transactions and captures the evidence needed for legal and tax compliance.

Upload document: Host the finalized PDF or template in the signing platform.
Place fields: Add signature, name, date, and donation amount fields.
Invite signer: Send by email or generate a secure signing link.
Complete and archive: Signer signs; signed copy and audit trail are stored.

Technical and Integration Considerations for eSubmission

Choose a signing platform that supports the file formats and integrations your finance and CRM systems rely on.

File formats: PDF, DOCX supported
Integrations: Salesforce and Google Workspace
Authentication: Email, SMS, or KBA

Verify the platform can produce a tamper-evident audit trail, export signed records, and integrate with donor databases for reconciliation.

Common Preparation and Distribution Challenges

Inaccurate donor names or TINs leading to refused tax substantiation and backups under IRS rules.
Ambiguous restricted-use language that creates disputes over allowable expenditures and reporting.
Failure to register for charitable solicitation where required, leading to state enforcement or fines.
Using unsecured signing links or inadequate authentication that undermines attribution and auditability.

Principal Risks and Legal Penalties to Watch For

Incorrect information returns: Penalties $60–$330 per form (IRC §6721)

I-9 paperwork errors: Civil fines $281–$2,789 per violation (8 CFR §274a.2)

Unregistered solicitations: State enforcement and fines varying by jurisdiction

HIPAA disclosure: Potential civil penalties; BAA required for PHI sharing

Notarization failures: May invalidate affidavits or self-proving attachments

Intentional misreporting: Higher penalties with no statutory cap

Key Dates and Filing Deadlines to Track

Certain reporting and acknowledgment deadlines affect tax treatment and regulatory compliance; establish an internal calendar and owner for each date.

Form W-9 timing:

Provide upon payer request to avoid backup withholding

1099-NEC recipient deadline:

Issue to payee by Jan 31 for nonemployee compensation

1099-MISC paper IRS deadline:

Paper returns due Feb 28; electronic due Mar 31

Individual tax return:

Form 1040 due April 15 (extensions available)

Recordkeeping start:

Keep solicitation records from campaign launch date

Project Milestones from Approval to Fund Receipt

Use this milestone sequence to plan approvals, solicitations, signing, and fund reconciliation for the campaign.

01

Campaign Approval

Board or authorized officer signs final document

02

Public Launch

Donor solicitations begin and materials deployed

03

Signature Collection

Donor acknowledgements and agreements are executed

04

Funds Deposit

Receipts issued and funds recorded in accounting

Security and Compliance Features to Expect

In-transit encryption: TLS 1.2/1.3

At-rest encryption: AES-256

Regulatory certifications: SOC 2 Type II

Privacy compliance: GDPR and CCPA

Healthcare support: HIPAA compliant (BAA required)

FDA-ready: 21 CFR Part 11 support available

Comparing eSignature Vendor Pricing and Key Limits

A neutral price and capabilities table can help estimate ongoing costs; signNow is listed first for direct comparison per platform data.

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

Frequently Asked Questions and Practical Answers

Answers below address common legal, technical, and operational questions encountered when preparing and signing fundraising campaign documents.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures satisfy federal ESIGN Act requirements (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are present. Some narrow exceptions (wills, certain court filings) remain inapplicable to typical fundraising documents.
Do I need notarization or witnesses?
Generally no for standard fundraising agreements. Notarization or witnesses are only required if a state statute or a specific instrument (e.g., deed, power of attorney) demands it. Check state rules when attaching affidavits or self-proving statements.
What if donor information is health-related?
If donor data involves protected health information, treat it under HIPAA and execute a Business Associate Agreement when a vendor processes PHI. Limit data collection to what is necessary and document consent for disclosure.
How long must I retain signed records?
Follow federal minima—IRS records for three years (IRC §6501(a)) and HIPAA six years (45 CFR §164.530(j)) where applicable—and extend retention for industry-specific or state-mandated periods.
Are there penalties for improper reporting?
Yes. For tax information returns, IRC §6721 authorizes penalties ranging from $60 to $330 per form for late or incorrect filings and higher amounts for intentional disregard.
How do I correct or revoke a signed fundraising document?
Corrections require mutual agreement and re-signature or amendment language in the original document. Revocation depends on the contract terms and applicable law; treat donor refunds and cancellations per stated refund policy and consult counsel for disputed matters.

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