A donation receipt is a document that confirms an organization received a gift from a donor. It names the donor and the receiver, gives the date and shows the amount or a description of what was given. Donors keep it as a record, and the organization keeps a copy.
When to use a donation receipt
Send a donation receipt each time you accept a gift, large or small.
- A donor gives money to your charity, club, school or community group.
- A supporter gives to a fundraising event and asks for a record.
- Several gifts arrive from one donor over a period and you want to list them together.
- A business donates goods or services and you want to describe them.
- You want to thank a donor in writing straight away.
A prompt receipt shows donors that you value their gift. Rules for donation receipts, and for tax benefits, differ by country. Check with your tax authority or accountant.
What to include on a donation receipt
- Organization details: the name, address and email of the group receiving the gift (the "From" section).
- Donor: the name and address of the person or company giving the gift.
- Receipt number: a unique reference for each receipt.
- Date: the date you received the donation.
- Currency: the currency of the gift.
- Line items: a date, a description and an amount for each gift.
- Total donation: the sum of all lines.
- Notes: a thank-you message, the campaign name, the payment method or a signature line.
Some countries ask for extra wording on receipts, such as registration numbers. You can add such text in Notes. Ask your tax authority or accountant what applies to you.
How to create a donation receipt with this generator
- Open the donation receipt generator.
- Under "From", enter the name, address and email of your organization.
- Under "Donor", enter the donor name and address.
- In "Document details", type the receipt number, pick the date and choose the currency.
- In "Line items", enter the date, a description and the amount. Select "Add item" for another gift. Select "Remove item" to delete a row.
- Write a thank-you message or any required text in "Notes".
- Check the live preview, which updates as you type.
- Select "Download PDF" and send the file to the donor.
The tool is free and needs no sign-up. It does not store your data, so save a copy of each receipt.
Common mistakes
- Missing donor name. A receipt without a name is hard to use as a record.
- No date. State the date you received each gift.
- Unclear descriptions. Say what the gift was, for example "General fund donation".
- Promising tax results. Do not state that a gift is deductible unless your accountant confirms it.
- Valuing goods without advice. Rules on valuing donated items vary, so ask first.
- Losing records. The generator does not save your work, so store every PDF yourself.
Donation receipt vs receipt vs invoice
| Document | Purpose |
|---|---|
| Donation receipt | Confirms a gift received, with no goods or services sold |
| General receipt | Confirms payment for goods or services |
| Invoice | Requests payment |
For ordinary sales, use the receipt generator. To request payment, use the invoice generator.
Related guides and tools
Read invoice vs receipt vs quote to see how these papers differ. The guide on accepting online payments covers how money may reach you. For gifts in other currencies, use the currency converter. To record rent payments, see the rent receipt generator.
Frequently asked questions
- What is a donation receipt?
- A donation receipt is a document that confirms an organization received a gift from a donor. It shows the donor, the date, the amount or the donated items, and who received them. Organizations send it to thank the donor and to give them a record.
- What should a donation receipt include?
- Include the organization name and address, the donor name, the date, the amount or a description of the gift and a receipt number. A thank-you note is a nice touch. Rules about extra wording differ by country, so check with your tax authority or accountant.
- Is a donation receipt tax deductible?
- This depends on the country, the type of organization and the donor's situation. A receipt is a record only. This generator cannot confirm that a gift qualifies for any tax benefit. Check with your tax authority or an accountant. Ask first if you are unsure.
- Can I issue a receipt for donated goods instead of money?
- You can describe donated items in the Description field. Put the amount in the Amount field only if you have a value. Rules on how to value goods differ by country, so check with your tax authority or accountant before you state a value.
- Does a donation receipt need a signature?
- Some organizations sign receipts. This generator has no signature field. Print the PDF and sign it by hand, or add a line such as 'Authorized by: ______' in Notes. Requirements vary, so ask your accountant if you are unsure. Keep a copy for your files.
- Is the donation receipt generator free?
- Yes. It is free, needs no account and runs in your browser. Nothing you type is stored on the server. Your data is not saved between visits, so download each PDF and keep your own copy. It works on phones and computers.