To create a donation receipt, include your organization’s name and registration/tax ID, the donor’s name, the donation date, the amount (or a description and estimated value for in-kind gifts), and a statement confirming whether the donor received any goods or services in exchange. Use our donation receipt generator to produce one in the standard nonprofit format.
Why the “Goods or Services” Statement Matters So Much
In most countries, a donation is only tax-deductible for the donor if they received nothing of substantial value in return. This is why a compliant donation receipt explicitly states either “no goods or services were provided in exchange for this donation,” or, if something was provided (like a dinner at a fundraising gala), an estimate of its value — since only the amount above that value may be deductible. Leaving this statement off entirely is one of the most common compliance mistakes small, volunteer-run nonprofits make.
How to Create a Compliant Donation Receipt
- Add your organization’s name and registration number. Include your registered charity number, EIN, or equivalent, so the receipt reads as official.
- Enter the donor’s full legal name. This should match the name they’ll use on their own tax filing.
- Record the donation date and amount. For cash gifts, enter the exact amount; for in-kind gifts, describe the item.
- Add the tax-deductible statement. State clearly whether anything was given in exchange, and its value if so.
- Download and send to the donor. Export as a PDF — most donors keep these specifically for their annual tax filing, so make sure every field is complete before sending.
Handling In-Kind (Non-Cash) Donations
For donated goods rather than cash, describe the item on the receipt (e.g. “used office furniture, 3 desks and 2 chairs”) rather than assigning a dollar value yourself — valuing an in-kind donation is generally the donor’s responsibility for their own tax purposes, not the nonprofit’s. Your receipt should simply confirm what was received and when.
Donations With a Benefit Attached (Galas, Auctions, Memberships)
When a donor receives something of value — a seat at a fundraising dinner, an item won at a charity auction, a membership perk — the receipt should note the fair market value of that benefit. Only the portion of the donation exceeding that value is typically eligible to be treated as a deductible gift, and the donor needs this breakdown to file correctly.
Keeping Your Nonprofit’s Donation Records Organized
Number your donation receipts sequentially (see our receipt numbering guide) and keep a running log alongside your organization’s own bookkeeping — this matters both for your own annual filing and for responding quickly if a donor ever needs a duplicate copy.
Is my organization required to issue a donation receipt for every gift?
Requirements vary by country and donation size — many donors specifically need a receipt to claim a deduction, so it’s good practice to issue one for every gift regardless of the exact legal threshold.
What if a donor doesn’t ask for a receipt?
It’s still good practice to send one automatically — donors often need it later at tax time and may not think to request it in the moment.
Can a small, volunteer-run nonprofit use this same format?
Yes — the required fields are the same regardless of your organization’s size; you don’t need dedicated donor-management software to issue a compliant receipt.
How do I handle a recurring monthly donor?
You can issue a receipt after each monthly gift, or a single annual summary receipt covering the full year — check what your donors and local tax rules expect, since practice varies.
