Free Donation Receipt Template
Use this Donation Receipt template to give clear, professional proof of payment. Start from realistic sample details, adjust them to your situation, and download a PDF to send or print.
Opens the free receipt generator with these sample items — edit everything.
Free · No sign-up · PDF download
- No.
- RCT-0042
- Date paid
- Nov 2, 2026
| Description | Qty | Price | Amount |
|---|---|---|---|
| Cash donation — general fund | 1 | $250.00 | $250.00 |
| In-kind donation: 12 new winter coats (description only — no value stated by the charity) | 1 | $0.00 | $0.00 |
What to include on a Donation Receipt
Every document should cover the basics on the left. The items on the right are specific to this type.
- The word "Receipt" and a unique receipt number
- Your name or business name and contact details
- The payer's name
- Date the payment was received
- What the payment was for
- Amount paid, currency and any tax included
- Payment method
- Balance remaining, if it was a partial payment
Specific to a Donation Receipt
- Organization's legal name, address and registration or tax-exempt number
- Donor's name
- Date the contribution was received
- Amount of a cash gift, or a description (not a valuation) of non-cash items
- Whether the donor received any goods or services in return, and their estimated value
- Name and signature of an authorized representative
Tips for your Donation Receipt
- In the US, donors need a written acknowledgment from the charity to deduct any single contribution of $250 or more, and it must state whether goods or services were given in return.
- For US contributions over $75 where the donor received something back (e.g. a gala dinner), state the value of what was received — only the excess is deductible.
- Describe in-kind donations but let the donor determine their value; charities generally should not put a value on donated goods.
- Other countries have their own formats — Canadian official donation receipts, for example, must contain specific information set by the CRA. Check your local requirements.
- Only registered or qualifying organizations can issue receipts that donors may use for tax relief.
Frequently asked questions
Who can issue a tax-deductible donation receipt?
Only organizations recognized by the tax authority (for example US 501(c)(3) organizations or Canadian registered charities) can issue receipts donors may use for tax purposes. Rules vary by country.
Can I send one annual receipt instead of one per gift?
In the US, an acknowledgment can cover a single gift or summarize all of a donor's gifts for the year, as long as it includes the required information. Other countries may have different rules.
Should the receipt state the value of donated goods?
Generally no. The charity describes the items; the donor is responsible for determining their value. This is not tax advice — check the rules in your country.
This template and guidance are general information, not legal or tax advice. Requirements vary by country, state and industry — check local rules for your situation.
Ready to make your Donation Receipt?
Fill in the details in your browser and download a clean PDF receipt. Free, private, no sign-up.
Create your Donation Receipt