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Donation receipt template

Reviewed by Clausery editors · · 3 min read

Issue a clear donation receipt when someone gives money or goods to your organisation, charity or fundraiser. A written receipt helps the donor with tax records and gives your records proof of the gift. Download it as a printable PDF or editable Word file.

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In many jurisdictions a donor needs a written acknowledgement from the charity to claim a tax deduction for gifts above a threshold. The receipt usually names the donor, the charity, the date, the amount (or description of goods), and a statement about whether any goods or services were given in return.

This template covers cash donations and donations of goods, with a short value-description field and the standard no-goods-or-services statement you can edit.

What to include#

  • Charity details. Legal name, tax ID / EIN / charity number and address.
  • Donor details. Name of the person or organisation making the gift.
  • Date and amount. Date the gift was received and the cash amount, or a description of goods donated.
  • Value of goods given in return. If the donor received anything in return (a dinner, tickets, merchandise), state its value; only the excess is tax-deductible.
  • Statement and signature. A short statement that the receipt is for tax purposes, signed by an authorised person.

How to fill it in#

  1. Step 1: Add the charity and donor

    Full legal name of the charity and the donor, with addresses where your jurisdiction requires.

  2. Step 2: Record the gift

    Date received and the amount (for cash) or a detailed description (for goods), with an estimated fair-market value for goods.

  3. Step 3: Note anything given in return

    If the donor got tickets, a meal or other benefit, state that and its value.

  4. Step 4: Use the right statement

    Most tax authorities require a sentence that no goods or services were provided in return, or a value statement if they were.

  5. Step 5: Sign and send

    An authorised officer signs; send one copy to the donor and keep one with your gift records.

Cash receipt template

For cash payments where no tax-deductible donation is involved.

Payment receipt template

For payments for goods and services.

Rent receipt template

For rent payments, often required for tax purposes.

Gift letter for mortgage

For gifts used towards a mortgage down payment.

Questions

Does a donation receipt need to say no goods were provided?

In the US, IRS rules require a statement that no goods or services were provided in exchange for the gift (or a description and good-faith estimate of their value) for donations over $250. Other jurisdictions have similar rules.

Can I issue one receipt for the whole year?

Yes. Many charities issue a single annual summary of gifts rather than a receipt per gift. The template can be adapted to list multiple donations.

Do I need a receipt for non-cash donations?

Yes. For non-cash gifts above a threshold, the donor typically needs a written acknowledgement describing the property; for larger gifts a qualified appraisal may be required.

Who signs it?

An officer or authorised person at the charity - often the treasurer, executive director or gift officer.

Is the template tax advice?

No. The receipt covers the common fields; check the exact wording and value-threshold rules for your jurisdiction and tax authority.

Browse all free templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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