A donation receipt is a thank you that doubles as a record. It tells the donor what they gave and when, and says whether they received anything in return.
What it is
A donation receipt is a written acknowledgment a charity or group gives a donor. In the United States, a donor generally needs a written acknowledgment from the charity to claim a deduction for any single gift of $250 or more, and the IRS says it must state whether the charity provided goods or services in return. The IRS does not prescribe a format. This tool builds the wording for you. Quicklet can't tell you whether a gift is deductible or whether your organization qualifies as a charity.
What to include
- The name of the organization.
- The donor's name.
- The date the gift was received.
- The amount of a cash gift, or a description of non-cash items without a value.
- A statement about whether goods or services were provided in return.
- A description and good faith estimate of the value of anything provided in return.
- A name or signature from someone at the organization.
How to fill it in
- Enter the organization's details, and tick the tax-exempt line only if it is true.
- Enter the donor's details.
- Enter the date the gift was received.
- Choose money or non-cash items. For items, describe them and leave out a value.
- Answer the goods or services question honestly, and include meals, tickets and gifts.
- Choose United States to include the IRS wording.
- Check the preview, download the file and send it to the donor.
Common mistakes
- Putting a value on donated items.
- Leaving out the statement about goods or services.
- Claiming tax-exempt status that your organization doesn't have.
- Forgetting the date the gift was received.
- Sending the acknowledgment too late for the donor to use.
- Writing "no goods or services" when the donor got a dinner or another benefit.
Selling or recording something else?
Frequently asked questions
What should a receipt for donated goods say?
Describe the items clearly, such as two bags of children's clothing or one working laptop. Leave the value blank. The donor works out the value for their own records, and the organization only confirms what it received and when. This keeps the receipt honest and avoids the organization guessing a price.
Do I have to give donors a receipt?
For a single gift of $250 or more in the US, donors need a written acknowledgment before they can claim a deduction, so charities usually provide one. Many organizations send year-end acknowledgments by 31 January of the following year.
What must a US acknowledgment say?
The organization's name, the amount of a cash gift or a description of non-cash property, and whether goods or services were provided in return. If they were, it must describe them and give a good faith estimate of their value.
Should I put a value on donated items?
No. The acknowledgment describes non-cash property. The donor is responsible for working out its value.
What if the donor got something in return?
Choose the goods or services option, describe them and give a good faith estimate of their value. The deductible part of the gift is limited to the amount over that value.
Is there a required format?
No. The IRS doesn't prescribe a format, as long as the acknowledgment gives enough information to substantiate the amount.
Is this tax or legal advice?
No. Check with a tax professional about deductions or about your organization's status.
Official sources
- IRS: Substantiating charitable contributions(opens in a new tab)
- IRS Publication 1771: Charitable contributions, substantiation and disclosure(opens in a new tab)
Last reviewed October 5, 2026
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Quicklet provides general document templates, not legal or tax advice. Rules about donation acknowledgments vary by country and change over time.
Quicklet provides general document templates, not legal advice. Laws vary by location.