MAKE THE DOCUMENT WORK FOR YOUR SITUATION
About this donation intake & pledge form
Record a donor’s gift or pledge with recipient identity, contribution type, restrictions, payment-channel reference, acknowledgment preferences and goods/services review. This editable template brings the key details into one document: recipient and campaign, donor and communication preferences, gift or pledge details, benefits, acknowledgment and follow-up. Complete it online, compare the live preview with your records, and download a blank or completed PDF or editable Word document.
What the template includes
The online builder and downloaded documents use the same fields. A selected state can add relevant research prompts. Complete only applicable items; add explanations for exceptions rather than assuming a blank entry resolves them.
Document details4 inputs +
Set the date, jurisdiction, and your internal reference.
- Document date *
- US state *
- County
- Document reference
Recipient and campaign7 inputs +
Do not claim tax-exempt status without verification.
- Recipient organization legal name *
- Campaign or purpose *
- Organization contact address
- Donation contact *
- Organization EIN, if applicable
- Verified tax-status statement or review needed
- State charitable-solicitation requirements checked
Donor and communication preferences8 inputs +
Collect necessary contact details, not card numbers or bank credentials.
- Donor legal name *
- Donor email or phone
- Acknowledgment mailing address
- Public acknowledgment preference
- Separate optional future-contact preference
- Tribute or memorial name
- Tribute notice recipient, if requested
- Donor privacy notice reference
Gift or pledge details11 inputs +
A pledge and an actual received contribution must be recorded separately.
- Contribution type *
- Cash gift or pledge amount (USD)
- Noncash property description (recipient does not assign donor tax value)
- Donor restrictions or designated purpose
- Restriction acceptance or questions
- Proposed pledge dates and amounts
- Actual received date, if received
- Approved processor or delivery channel reference
- Transaction reference (no financial credentials)
- Actual receipt status
- Actual cash amount received (USD)
Benefits, acknowledgment and follow-up8 inputs +
This intake is not a tax receipt or recurring debit authorization.
- Goods/services provided in connection with the contribution
- Good-faith estimate reference for any goods/services
- Required quid pro quo disclosure review
- Separate acknowledgment/receipt to issue
- Separate processor authorization reference if recurring
- Donor questions or exceptions
- Staff reconciliation owner
- Follow-up and acknowledgment deadline
How to complete it
1. Document details
Set the date, jurisdiction, and your internal reference. Review document date, us state, county, document reference against your source records.
2. Recipient and campaign
Do not claim tax-exempt status without verification. Review recipient organization legal name, campaign or purpose, organization contact address, donation contact and the remaining details against your source records.
3. Donor and communication preferences
Collect necessary contact details, not card numbers or bank credentials. Review donor legal name, donor email or phone, acknowledgment mailing address, public acknowledgment preference and the remaining details against your source records.
4. Gift or pledge details
A pledge and an actual received contribution must be recorded separately. Review contribution type, cash gift or pledge amount (usd), noncash property description (recipient does not assign donor tax value), donor restrictions or designated purpose and the remaining details against your source records.
5. Benefits, acknowledgment and follow-up
This intake is not a tax receipt or recurring debit authorization. Review goods/services provided in connection with the contribution, good-faith estimate reference for any goods/services, required quid pro quo disclosure review, separate acknowledgment/receipt to issue and the remaining details against your source records.
Practical tips
- For noncash gifts, describe property rather than assign the donor’s claimed deduction value.
- Goods/services provided can change acknowledgment and disclosure requirements.
- Keep public recognition preferences separate from private accounting records.
Before signing or submitting
This is an original preparation and professional-review draft. It is not an official state form, certified instrument, filing service, or assurance of enforceability. State and local requirements, required language, disclosures, signatures and delivery procedures must be checked before using a final document.