Donation receipt template for charities and nonprofits
Reviewed in November 2026
A donation receipt thanks a donor and records the gift. In the United States the IRS lists what an acknowledgment must contain. The list applies to gifts of $250 or more. The receipt below carries those fields with a cash gift example. It also has a line for goods or services given in return.
Donation receipt
The sum of
USD 1,500.00
(one thousand five hundred dollars)
Your file never leaves your device.
What it includes
- Organization name, address and EIN
- Receipt number
- Date received
- Donor name and address
- Cash amount in figures and in words
- Description of non-cash gift
- Goods or services statement
- Signature
Donation receipt: full text
DONATION RECEIPT [Organization name] [Address] · EIN: [00-0000000] Receipt No. [D-0001] Date received: [November 6, 2026] Donor: [Donor full name] Address: [Donor address] Cash contribution: [amount in figures] ([amount in words]) Method: [Cash / Check no. / Card / Bank transfer] Non-cash contribution (description only, no value): [items received and their condition] Goods or services provided in exchange: [No goods or services were provided in exchange for this contribution.] [or: description and good faith estimate of value of goods or services provided] Thank you for your support. Signature: ______________________ [Name and title]
What the IRS lists for gifts of $250 or more
The IRS page on written acknowledgments names six items. The receipt below has a place for each.
| IRS item | Where it goes on the receipt |
|---|---|
| Name of the organization | Header |
| Amount of a cash contribution | Amount line |
| Description of a non-cash contribution, without its value | Description line |
| Statement that no goods or services were provided, if true | Goods or services line |
| Description and good faith estimate of goods or services provided | Goods or services line |
| Statement that any benefit was only intangible religious benefits, if true | Goods or services line |
The IRS also says a donor can claim money gifts only with certain written records. The receipt is one of those records.
Cash gifts and in-kind gifts
A cash gift includes checks, cards and transfers. Write the amount and the date it arrived.
An in-kind gift is goods such as food, clothes or equipment. Describe the items and leave the value blank.
| Gift | Amount line | Description line |
|---|---|---|
| $500 by check | $500.00 | Check no. 3318, general fund |
| $1,200 by card | $1,200.00 | Year-end appeal |
| 20 winter coats | Blank | Twenty adult winter coats, used, good condition |
| A laptop | Blank | One laptop, 2023 model, with charger |
Valuing donated goods is the donor's task. The charity describes what it received.
When the donor gets something back
Gala dinners, raffles and thank-you gifts give the donor some value. The receipt has to say so.
- No benefit. Write «No goods or services were provided in exchange for this contribution».
- A dinner or an item. Describe it and give a good faith estimate of its value.
- A religious service only. Write that the benefit consisted solely of intangible religious benefits.
The donor then knows which part of the payment was a gift. That line causes most questions in tax season.
Year-end summary receipts
Monthly donors often prefer one receipt for the whole year. List each gift with its date and amount.
| Date | Method | Amount |
|---|---|---|
| January 15 | Card | $50.00 |
| February 15 | Card | $50.00 |
| Each month to December | Card | $50.00 |
| Total for 2026 | $600.00 |
Send the summary in January. Donors appreciate having it before they meet their tax preparer.
Fields on the donation receipt
- Organization name, address and EIN.
- Receipt number and date.
- Donor name and address.
- Amount of a cash gift, or the description of goods.
- Date the gift was received.
- Goods or services statement.
- Signature of an officer or the person who received the gift.
- A short thank-you line.
The EIN is not on the IRS list above. Many donors still ask for it.
Receipts for membership dues
Members of clubs and associations pay dues and sometimes add a gift. Split the two on the receipt.
Dues buy membership benefits. The extra amount is the contribution.
Two lines make the difference clear. The donor sees which part was a gift.
Digital signatures on donation receipts
An officer can sign the receipt on screen before downloading it. The signature appears on the PDF and the image.
Save the officer's name and title once. Every receipt after that carries them.
Mistakes that cost donor trust
- Putting a value on donated goods. Describe them instead.
- Leaving out the goods or services statement.
- Sending the receipt months late. Send it soon after the gift.
- Misspelling the donor's name. Copy it from the check or card.
- Promising a deduction. Whether a gift is deductible depends on the charity and the donor.
Small gifts and event collections
Gifts under $250 do not fall under the written acknowledgment rule. A receipt still builds trust with the donor.
At events, one receipt per donor works better than a single sheet. Collect names and emails at the table.
Send the receipts the next day with a short thank-you. Donors remember that speed.
A filled donation receipt
A food bank receives a $300 check from a local donor. Nothing is given in return.
- Receipt no. D-0214, dated November 6, 2026.
- Donor. Laura Bennett, 14 Pine Street, Columbus.
- Cash contribution. $300.00 by check no. 1187.
- Statement. No goods or services were provided in exchange for this contribution.
- Signed by the treasurer with name and title.
The receipt goes out by email the same week. A copy stays in the donor file.
Where to keep donation receipts
Keep a copy of every receipt in the donor's file. Name each file with the receipt number and the donor.
Pledges that arrive on time
Pledged gifts and member dues need gentle reminders. Makatea sends them on WhatsApp or email before the due date.
Each gift recorded in Makatea updates the donor's history. Start free for 14 days with your donor list in Excel.
Free on Makatea: promissory note template · free receipt template
Frequently asked questions
When does a donor need a written acknowledgment?
For a single contribution of $250 or more, according to the IRS. Smaller gifts still deserve a receipt.
Should the receipt state the value of donated goods?
No. The IRS asks for a description of non-cash gifts, not their value.
Does this receipt make the gift tax-deductible?
No. Deductibility depends on the organization's status and the donor's situation. The receipt documents the gift.
What if the donor received a dinner or a gift?
Describe it on the receipt and give a good faith estimate of its value.
Can I send one receipt for the whole year?
Yes. List each gift with its date and amount, then the total.
Can I send the receipt by email?
Yes. Download the PDF and attach it, or send the image by WhatsApp.
Do small donations need a receipt?
Not under the $250 rule. A receipt still thanks the donor and keeps your records complete.
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