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Fundraising Code of Conduct Template

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FUNDRAISING CODE OF CONDUCT AND SERVICES AGREEMENT

This Fundraising Code of Conduct and Services Agreement (the Agreement) is entered into by and between Organization Name: and Fundraiser Name: .

WHEREAS

WHEREAS, the Organization conducts charitable, educational, or community-oriented fundraising activities and seeks to ensure that all fundraising is conducted in an ethical, transparent and lawful manner; and

WHEREAS, the Fundraiser has the experience and capability to provide fundraising services, including solicitation, donor stewardship and campaign management, in accordance with the standards set forth in this Agreement; and

WHEREAS, both parties agree that fundraising shall comply with applicable law, donor intent, and the ethical provisions contained herein.

SCOPE OF WORK

CODE OF CONDUCT — FUNDRAISING STANDARDS

The Fundraiser shall adhere to the highest ethical standards in all solicitations and donor interactions. Solicitation and acceptance of gifts shall be conducted with honesty, respect for donor intent, and full disclosure of material information relevant to the donor's decision.

DONOR PRIVACY AND DATA PROTECTION

The Fundraiser and Organization shall maintain the confidentiality of donor information and shall not sell, trade, or otherwise disclose any personally identifiable donor data without express consent, except as required by law. Records of donations shall accurately reflect donor restrictions and be maintained for audit and stewardship purposes.

CONFLICTS OF INTEREST

The Fundraiser shall disclose any actual or potential conflict of interest, including personal or financial relationships with prospective donors, vendors, or other entities, and shall abstain from fundraising activities where a conflict could impair independence or judgment.

GIFT ACCEPTANCE AND RESTRICTIONS

The Organization retains sole authority to accept or decline gifts. The Fundraiser shall present all gifts, grants, and pledges promptly and shall comply with the Organization's gift acceptance policies, including review of restricted gifts to ensure compatibility with Organization mission and legal obligations.

SOLICITATION PRACTICES

Solicitations shall be truthful, non-deceptive and shall not employ undue pressure tactics. Representations concerning tax deductibility, gift use, and program outcomes shall be accurate and documented. The Fundraiser shall provide donors with receipts and acknowledgements in accordance with applicable law and donor requirements.

VOLUNTEER AND STAFF CONDUCT

Volunteers and staff engaged in fundraising shall receive orientation on this Code of Conduct and shall act professionally, avoid discrimination and harassment, and follow Organization policies regarding gifts, benefits, and expense reporting.

REPORTING AND ENFORCEMENT

Suspected breaches of this Code shall be reported to the Organization's designated compliance officer. The Organization may investigate complaints and, where warranted, impose corrective measures up to and including termination of the Fundraiser's engagement.

PAYMENT TERMS

TERM AND TERMINATION

This Agreement commences on Start Date: and continues until End Date: , unless earlier terminated pursuant to this section.

CONFIDENTIALITY

The Fundraiser shall not disclose confidential information of the Organization, including donor lists, gift amounts, proprietary fundraising strategies, and non-public financial information, except as required to perform obligations under this Agreement or as required by law. Confidential information remains the property of the Organization and must be returned or destroyed upon request.

I acknowledge and agree to the Confidentiality clause above.

GOVERNING LAW

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

ENTIRE AGREEMENT

This Agreement, including any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements, understandings, negotiations and discussions, whether oral or written. Any amendment must be in writing and executed by authorized representatives of both parties.

ACKNOWLEDGEMENTS

By signing below, the parties certify that they have the authority to enter into this Agreement, that they have read and agree to comply with the Fundraising Code of Conduct provisions set forth herein, and that they will ensure that relevant staff and volunteers are informed of and trained on these standards.

Certification: I certify that I have read, understand, and will comply with this Fundraising Code of Conduct and Services Agreement.

Organization:

By:

Date:

Fundraiser:

By:

Date:

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What the Fundraising Code of Conduct Template Is

A Fundraising Code of Conduct Template is a formal policy document that defines ethical standards, donor treatment, solicitation practices, conflict-of-interest rules, and reporting expectations for staff, volunteers, and fundraisers. It standardizes acceptable behavior during fundraising campaigns, clarifies roles and approval authorities, and provides procedures for handling gifts, acknowledgements, donor privacy, and complaints. Organizations use the template to document commitments to transparency, legal compliance, and stewardship, and to ensure consistent handling of restricted gifts, donor-designated funds, and third-party fundraising relationships across campaigns and channels.

Why a Clear Code of Conduct Matters

A written code reduces reputational and legal risk by setting consistent standards for solicitations, donor communications, gift acceptance, and conflicts of interest. It helps staff and volunteers make defensible decisions, supports transparent reporting to stakeholders, and strengthens public trust in fundraising practices.

Why a Clear Code of Conduct Matters

Who Should Adopt and Use This Template

Use the template as the baseline for organizational policy; tailor wording to reflect your legal counsel's guidance, state registration obligations, and donor reporting procedures.

  • Nonprofit executive teams responsible for governance and policy implementation across fundraising programs.
  • Development staff and outsourced fundraisers who conduct solicitations and donor stewardship activities.
  • Board members and compliance officers who approve gift policies and manage conflicts of interest.

Core Elements to Include in a Professional Code

A thorough template organizes rules into clear sections so staff can find procedures quickly and consistently apply standards across campaigns and channels.

Scope

Define whom the code covers — employees, contractors, volunteers, board members — and which fundraising activities and channels are included.

Ethical Principles

List core values such as honesty, respect, confidentiality, and non-discrimination that guide solicitation and donor relations.

Gift Acceptance

Specify acceptable gift types, review thresholds, approval paths for restricted gifts, and procedures for returning or refusing problematic donations.

Donor Privacy

Outline how donor information is collected, stored, used, and shared, and reference any required privacy addenda.

Reporting

Require timely internal reporting of conflicts, suspected fraud, or donor complaints and identify responsible compliance contacts.

Enforcement

Describe disciplinary steps, audit schedules, and the process for reviewing and updating the code periodically.

Required Information and Fields

Organization Name: Legal entity name
Effective Date: MM/DD/YYYY format
Scope: Covered roles
Contact Person: Name and title
Approval Authority: Board or ED sign-off
Review Cycle: Frequency (annual)

Step-by-Step: Complete the Template

Follow these sequential steps to customize, approve, and publish a Fundraising Code of Conduct aligned with governance and legal requirements.

  • 01
    Gather Inputs: Collect existing policies, donor rules, and counsel notes.
  • 02
    Customize Terms: Tailor scope, gifts policy, and reporting procedures.
  • 03
    Review and Approve: Board or delegated committee reviews final draft.
  • 04
    Publish: Distribute to staff, volunteers, and relevant vendors.

How to Configure the Online Template Workflow

Map roles, approval steps, and notification rules before deploying the template in an eSignature or document management platform.

Field Configuration
Author Editable text field with change tracking
Approver Sequential signer with email notification
Reviewer Optional reviewer step with comments
Distribution Auto-send finalized PDF to stakeholders

Where to Send and File the Final Document

Define routing destinations for executed copies and ensure storage meets recordkeeping and privacy requirements.

  • Internal Records: Store signed copy in the organization’s document repository
  • Board Archive: File approved version with board minutes
  • Vendor Partners: Share versions with third-party fundraisers
  • Donor Access: Provide copy to donors on request

Digital Signing and Distribution Considerations

Ensure chosen tools comply with applicable regulations (ESIGN, UETA) and organizational privacy obligations; keep an exportable audit trail for compliance reviews and external audits.

  • File Formats: PDF and DOCX supported
  • Authentication: Email, SMS, or advanced MFA
  • Integrations: CRM and cloud storage

Key Timelines and Review Deadlines

Set clear internal deadlines for adoption, training, and periodic review to keep the code current with laws and best practices.

Policy Adoption:

Adopt prior to next active fundraising campaign

Staff Training:

Complete within 30 days of adoption

Annual Review:

Review and update at least every 12 months

Gift Review Timeline:

Document unusual gifts within 7 business days

Complaint Response:

Acknowledge receipt within 5 business days

Common Mistakes When Preparing the Code

  • Using generic language that fails to specify approval thresholds for restricted or in-kind gifts.
  • Neglecting to assign a single compliance contact or failing to publish escalation procedures clearly.
  • Overlooking state charitable solicitation registration and failing to include vendor fundraising agreement requirements.
  • Relying on email-only signatures without preserving a secure audit trail or record retention policy.

Risks and Consequences of an Incomplete Code

Reputational Harm: Donor trust loss
Regulatory Action: State AG scrutiny
Audit Exposure: Financial review risk
Gift Disputes: Conflicts over restrictions
Contract Risk: Vendor noncompliance
Operational Delay: Campaign interruptions

Sample Use Cases and Scenarios

Two concise scenarios show how organizations use the template to resolve common fundraising situations.

University Campaign

A university customizes acceptance thresholds and donor restriction language to protect scholarship funds and alumni relations.

  • The development office requires board approval for restricted endowments above its threshold.
  • The code improved gift processing clarity, sped approvals, and ensured donor restrictions were documented and enforced across departments.

Hospital Foundation

A healthcare foundation inserts HIPAA-safe donor acknowledgement procedures and vendor BAAs for third-party fundraisers.

  • The foundation added a PHI handling clause and vendor BAA requirement.
  • That change reduced legal uncertainty and standardized vendor contracts, protecting patient privacy and donor confidence.

eSignature Pricing and Feature Comparison

Compare common eSignature vendors and pricing when deciding how to publish and sign the Fundraising Code of Conduct Template; signNow is listed first per vendor ordering.

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 trial Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions

Answers to common operational and legal questions about adopting, signing, and enforcing a Fundraising Code of Conduct Template.


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