Can donors sign electronically?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention are documented.

Is a notarized pledge required?

Not usually. Most pledge agreements do not require notarization, but specific states or institutional policies may recommend notarization for high-value gifts or where registration requires it.

What information must an acknowledgment include?

Written acknowledgment should state the amount, whether goods or services were provided, and a description of any goods or services; this supports donor tax substantiation for gifts $250 or more per IRS rules.

How do I correct a signed pledge?

Amendments should be documented in writing and signed by the donor and an authorized representative; track changes in the donor record and retain both original and amendment.

Can installment schedules be enforced?

Yes, when the pledge or gift agreement clearly sets payment dates and remedies; however, legal enforceability can vary by jurisdiction and circumstance.

How long should records be kept?

Retain campaign and donor records per federal guidance (IRS minimum 3 years) and industry rules; many organizations keep records for 7 years or longer for financial and audit purposes.

Electronic Signature
Templates
Miscellaneous
Fundraising Capital Campaign

Fundraising Capital Campaign

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

FUNDRAISING CAPITAL CAMPAIGN AGREEMENT

This Fundraising Capital Campaign Agreement (Agreement) is entered into as of by and between:

Organization Name: Organization Address: Primary Contact: Consultant/Fundraiser Name: Consultant Address:

RECITALS

WHEREAS, Organization seeks to undertake a capital fundraising campaign to raise funds for capital projects and related purposes (the Campaign) with a target goal of ;

WHEREAS, Consultant represents that Consultant has experience in planning and directing capital fundraising campaigns and will provide professional fundraising, solicitation, and advisory services to assist Organization in achieving the Campaign objectives; and

WHEREAS, the parties desire to set forth the terms and conditions under which Consultant will perform services for the Campaign.

SCOPE OF WORK

Consultant shall plan, manage, and implement fundraising activities as agreed below. Principal responsibilities shall include campaign strategy, donor identification and qualification, solicitation, campaign events coordination, training of Organization volunteers and staff, and preparation of campaign materials and reports.

Detailed Scope and Deliverables:

CAMPAIGN TIMELINE AND USE OF FUNDS

Target campaign completion date: . Funds raised shall be used for the purposes set forth by Organization and described below; Consultant shall not divert Campaign funds.

Permitted Use of Campaign Proceeds:

FUNDRAISING METHODS

Consultant will employ the fundraising methods selected below. Select all that apply:

Major gifts / principal donor solicitations Institutional grants Special events and cultivation activities Digital outreach and direct solicitations

PAYMENT TERMS

As consideration for the services, Organization shall pay Consultant as set forth below. The parties may select a flat fee, a percentage of funds raised, or a hybrid arrangement.

Selected Fee Structure (select one): Flat fee Percentage of funds raised Hybrid (retainer plus percentage) If flat fee, enter total fee amount: If percentage fee, enter percentage (%) payable on receipts: Retainer or up-front payment (if applicable): Payment Schedule / Milestones: Late Payment Fee:

REPORTING; RECORDS; AUDIT

Consultant shall provide written reports to Organization describing activities, donor contacts, solicitations, and funds received. Reports shall be delivered no less frequently than and shall include all receipts and disbursements related to the Campaign.

Right to Inspect Records:

Organization shall have reasonable access to records and documentation related to solicitations and receipts upon written request; Consultant shall retain records for at least years.

TERM AND TERMINATION

The term of this Agreement shall commence on and shall continue until unless earlier terminated in accordance with this Section.

Notice Period for Termination Without Cause:

Either party may terminate this Agreement for material breach by the other party upon written notice if the breach is not cured within thirty (30) days of receipt of written notice. Termination shall not relieve Organization of obligations to pay fees accrued for services performed prior to the effective date of termination.

CONFIDENTIALITY

Each party acknowledges that in the course of performance it may receive confidential or proprietary information of the other party. Confidential Information means nonpublic information disclosed in connection with this Agreement, including donor lists, donor contact information, solicitations and campaign strategies. Confidential Information does not include information that (a) is or becomes public through no fault of the receiving party; (b) was known to the receiving party prior to disclosure; or (c) is independently developed by the receiving party without use of Confidential Information.

The receiving party shall hold Confidential Information in strict confidence and shall not disclose it to third parties except (i) with prior written consent of the disclosing party, or (ii) to the extent required by law; prior to any compelled disclosure the receiving party will, where lawful and practicable, provide prompt notice to permit the disclosing party to seek protective relief.

REPRESENTATIONS; COMPLIANCE

Consultant represents that Consultant is authorized to perform fundraising in the relevant jurisdictions and will comply with applicable laws, charitable solicitation registration requirements, and applicable professional standards. Organization represents that it is duly organized and authorized to solicit and receive charitable contributions and that funds will be applied in accordance with stated purposes and applicable law.

INDEMNIFICATION; LIMITATION OF LIABILITY

Each party shall indemnify, defend and hold harmless the other party and its officers, directors, employees and agents from and against any third-party claims, liabilities, losses, damages and expenses (including reasonable attorneys’ fees) arising out of the indemnifying party’s breach of this Agreement or gross negligence or willful misconduct. Neither party shall be liable for consequential, incidental, or punitive damages except for liability arising from a party’s gross negligence, willful misconduct, or intentional violation of law.

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law rules. The parties shall attempt in good faith to resolve disputes by negotiation prior to pursuing litigation or arbitration.

ENTIRE AGREEMENT; AMENDMENT

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and representations, whether oral or written. This Agreement may be amended only by a written instrument signed by authorized representatives of both parties.

NOTICES

Notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below or to such other address as a party may designate by notice to the other.

Organization Notice Address: Consultant Notice Address:

MISCELLANEOUS

Assignment: Neither party may assign this Agreement without the prior written consent of the other party, except that Organization may assign its rights to an affiliate or successor in connection with a merger or sale of substantially all of its assets.

Survival: The provisions of confidentiality, indemnification, payment obligations, and sections that by their nature should survive termination or expiration of this Agreement shall survive.

Organization:

By:

Date:

Consultant:

By:

Date:

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

A Fundraising Capital Campaign is a structured fundraising initiative used by nonprofit organizations, educational institutions, healthcare providers, and other mission-driven entities to raise large, project-specific funds (for example, for a building, endowment, or major program). Typical campaign materials include a campaign case statement, pledge agreements, gift agreements, donor acknowledgment templates, naming-rights schedules, and payment timelines. Campaign documents often require donor substantiation language to support tax-deductible gifts and must align with state charitable solicitation and federal tax rules. Campaign packages are commonly executed electronically and can be integrated with donor databases for tracking and reporting.

Why a Clear Capital Campaign Document Matters

A well-structured Fundraising Capital Campaign document clarifies donor commitments, payment schedules, recognition terms, and legal obligations in a single package.

Typical Users and Stakeholders

Each stakeholder group has distinct responsibilities: preparation, approval, or execution of campaign documentation.

Development staff coordinating solicitations, pledge tracking, and donor communication.
Board members or trustees approving campaign structure and major gift agreements.
Donors and financial officers committing to payment schedules and gift terms.

Step-by-Step: Completing a Campaign Pledge or Gift Agreement

Follow these steps to collect a valid, auditable commitment and record it correctly.

01

Prepare: Draft case statement and pledge form with clear amounts and schedules.
02

Verify: Confirm donor identity and tax-deductible intent before finalizing terms.
03

Sign: Collect signatures from donor and authorized organization representative.
04

Record: Log the gift in donor database and send acknowledgment letter.

Key Components of a Professional Campaign Package

A complete campaign package combines legal clarity with practical administration components to support fundraising success.

Case Statement

A concise description of the project, fundraising goal, and impact that donors can review before committing; supports informed consent.

Pledge Agreement

Document detailing pledge amount, schedule, payment methods, and any conditions or contingencies governing the gift.

Gift Agreement

Formal contract for major gifts specifying designation, recognition, reporting obligations, and reversion or contingency clauses.

Donor Acknowledgment

Template for written acknowledgments that includes required substantiation for tax-deductible contributions per IRS guidance.

Naming Rights Schedule

Agreement specifying recognition terms, duration, and any revocation conditions tied to the donor or the organization.

Reporting & Stewardship

A clear plan for donor reporting, project milestones, and how fulfillment of campaign commitments will be documented and shared.

How to Configure a Digital Campaign Workflow

Set up routing and authentication so signatures and records are auditable and stored consistently.

Field	Configuration
Template	Create reusable pledge and gift templates for consistency.
Signer Roles	Define donor, board approver, and finance approver roles.
Authentication	Use email plus optional SMS or ID check for higher assurance.
Reminders	Enable automated reminders for unpaid installments and acknowledgment delivery.

Typical Digital Execution Flow for Campaign Documents

The digital signing flow reduces errors and centralizes records for audit and donor services.

Upload: Add the filled pledge or gift agreement into the signing platform.
Place Fields: Insert signature, date, and payer-details fields where required.
Send: Deliver by email link or secure signing portal to the donor.
Archive: Store signed document and audit trail in donor CRM and records system.

Platform Capabilities to Support Electronic Campaign Execution

Strong platform features reduce administrative overhead and help meet donor, IRS, and state reporting expectations.

Security: TLS 1.2/1.3 and AES-256 encryption for data in transit and at rest.
Integrations: Connectors for CRM and cloud storage (e.g., Salesforce, NetSuite, Google Workspace).
Audit Trail: Detailed timestamps, IP logs, and signer attribution for compliance.

Security and Compliance Features to Expect

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

Audit Logs: Detailed timestamped action records.

HIPAA Support: BAA available for protected health information.

ESIGN / UETA: Meets ESIGN and UETA legal frameworks.

SOC 2: SOC 2 Type II compliance available.

21 CFR: 21 CFR Part 11 support for regulated workflows.

Comparing eSignature Vendors for Campaign Documents

Basic pricing and capability differences that commonly matter for non-profit campaign workflows; confirm vendor pages for plan details.

	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	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 limit	Varies by plan	Varies by plan	Varies by plan

Timing and Deadlines to Track During a Capital Campaign

Key dates help enforce pledge schedules, meet tax substantiation needs, and coordinate recognition timing.

Campaign Launch Date:

Public kickoff and donor solicitation window start date.

Pledge Due Dates:

Record each installment date as MM/DD/YYYY to avoid collection ambiguity.

Acknowledgment Timing:

Provide written acknowledgment promptly, especially for gifts $250+ for IRS substantiation.

Payment Reminders:

Schedule automated reminders before each installment due date.

End of Campaign:

Close giving period and issue final reporting to donors and auditors.

Consequences of Inaccurate or Incomplete Campaign Documentation

IRS Penalties: Incorrect information returns subject to IRC §6721 penalties.

Loss of Deduction: Insufficient donor acknowledgment may jeopardize tax deduction.

Contract Disputes: Ambiguous terms increase litigation risk and remediation costs.

Regulatory Fines: Failure to register may trigger state AG enforcement.

Reputational Harm: Recognition disputes can damage donor relations.

Collection Costs: Unclear schedules raise recovery and administrative expenses.

Common Pitfalls to Avoid

Vague gift designation that creates enforceability questions.
Missing donor signatures or mismatched names on records.
Failing to document benefits or quid pro quo values.
Neglecting state registration or reporting obligations.

Practical Tips for Accurate and Efficient Campaign Documentation

Adopt consistent templates, verification steps, and recordkeeping to lower risk and administrative work.

Use Standard Templates

Maintain a single approved pledge and gift agreement template to ensure consistency and reduce legal review cycles.

Capture Authoritative Names

Record donor names as they appear on tax documents to support donor acknowledgments and avoid backup withholding triggers.

Document Consideration

If the donor receives benefits, state the fair-market value clearly to preserve IRS substantiation.

Automate Reminders

Use scheduled reminders for installment payments and acknowledgment deliveries to improve collections and compliance.

Illustrative Use Cases for Capital Campaign Documents

Real-world scenarios show how structured campaign documents reduce ambiguity and expedite fulfillment.

University Campaign

A university solicits multi-year pledges for a new science center

Donor agrees to five annual installments
Clear installment dates and acknowledgment templates enabled timely receipts and donor reporting to the development office.

Hospital Expansion

A hospital secures a major gift with naming rights

Agreement ties recognition to gift milestones
Explicit naming schedule and contingency terms avoided later disputes and supported capital project accounting.

Who Typically Signs Campaign Documents

Development Director

The Development Director commonly prepares campaign documents, negotiates terms with major donors, and has delegated authority to accept and record pledged gifts on behalf of the organization.

Board Chair

The Board Chair or designated officer often provides final approval for major gift agreements, especially where naming rights or long-term obligations are involved; their signature binds the organization.

Frequently Asked Questions About Campaign Documents and eSigning

Answers to common practical and legal questions encountered when preparing or executing fundraising campaign paperwork.

Need help? Contact support

Can donors sign electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention are documented.
Is a notarized pledge required?
Not usually. Most pledge agreements do not require notarization, but specific states or institutional policies may recommend notarization for high-value gifts or where registration requires it.
What information must an acknowledgment include?
Written acknowledgment should state the amount, whether goods or services were provided, and a description of any goods or services; this supports donor tax substantiation for gifts $250 or more per IRS rules.
How do I correct a signed pledge?
Amendments should be documented in writing and signed by the donor and an authorized representative; track changes in the donor record and retain both original and amendment.
Can installment schedules be enforced?
Yes, when the pledge or gift agreement clearly sets payment dates and remedies; however, legal enforceability can vary by jurisdiction and circumstance.
How long should records be kept?
Retain campaign and donor records per federal guidance (IRS minimum 3 years) and industry rules; many organizations keep records for 7 years or longer for financial and audit purposes.

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