How to Create a Donation Receipt

Jon Tyrell

Jon Tyrell

Organizations should embrace the practice of issuing donation receipts promptly after receiving charitable contributions. This not only benefits your organization but also shows a sense of gratitude to donors. A donation receipt is indispensable for individuals aiming to claim deductions on their charitable contributions during tax season. It also serves as a confirmation to donors that their generous gifts have been officially acknowledged and received.


Donation receipt
Donation receipt


  • When drafting acknowledgment letters or receipts, you may need to include a disclosure statement according to some state laws (it varies from country to country).
  • The receipts for NGOs serve to build confidence with supporters as it demonstrates appreciation, responsibility, and openness.

Donation Receipt: What is It?

A donation receipt is an official written acknowledgment of a donor’s donation to a cause. These letters not only express gratitude to donors but also assist them in deducting certain expenses from their yearly income. Likewise, it aids nonprofit organizations in maintaining accurate internal records of donations.

Essential Procedures to Follow When Creating a Donation Receipt 

In this article, we will consider how to create a donation receipt. Before we begin the process, ensure that you personalize your donation receipts so they continue to tell the tale of your nonprofit. This will make bookkeeping more orderly and increase financial transparency. Now, let us begin. 

1. Maintain a Straightforward Format

As donation receipts ought to have an easy-to-understand objective, so should your formatting. Having a professional design is not a requirement, but the content should come first.

2. Be Sure to Provide Your Name and Status    

Your charity’s name should be one of the most crucial details of your donation receipt. Your non-profit organization should be acknowledged.

3. Specify the Donor’s Name

The receipt is only valid if it bears the name of the giver. Hence, ensure you ask for the name of the donor if it isn’t on the check or other statement.

4. Include Details About the Donation

Along with the donation’s amount, you must also indicate the date it was made. If the donation wasn’t paid in cash, a description of it must be provided.

5. If Necessary, Provide a Disclosure Statement

Laws governing nonprofit organizations vary from state to state (or country to country). When drafting acknowledgment letters or receipts, you may need to include a disclosure statement according to the laws of the country where your Nonprofit is domiciled and/or operating in.

6. The Form Must be Signed

A representative of the organization needs to sign the form. This certifies that the nonprofit organization generated the document and approved the gift.

7. Gratitude For the Support of the Donors

Take every opportunity to let donors know how much their contributions mean to your organization. On your receipt, include a quick statement outlining how the supporter’s donation will affect your organization’s purpose.

8. Make a Copy

Keep a copy of the receipt in case it was written by hand or was created in such a way that you don’t have a saved copy on your computer. Also, you can scan it into a computer or make a photocopy of it. Some organizations utilize receipt books that duplicate the receipt automatically.


In the nonprofit industry, donation receipts are essential to both organizations and donors. The receipts for NGOs serve to build confidence with their supporters as it demonstrates appreciation, responsibility, and openness. Also, nonprofits can foster long-lasting connections with donors and demonstrate their dedication to accountable financial management by delivering accurate donation receipts on time.

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