Invoicary

Free Donation Receipt Template

By Nico · Last reviewed

Issue donors a clean donation receipt: your organization’s details, the gift amount and date, and a tax-deductible statement — downloaded as a PDF.

Create this invoice → Free · no signup · downloads as PDF

What this template looks like

A filled-in example. Your details replace the placeholders — nothing here is saved.

DONATION RECEIPT
# INV-0042
FromYour Business Name
Your address
City, Postcode
Bill ToClient Name
Client address
City, Postcode
Issue DateMar 14, 2026
Due DateMar 28, 2026
DescriptionQtyRateAmount
Donation / gift description 1 $1,200.00 $1,200.00
Subtotal$1,200.00
Total$1,200.00
TermsThank you for your business.

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What to include on a donation receipt

  • Your organization name, address and tax/EIN number
  • The donor’s name
  • The date and amount of the donation
  • Whether goods/services were provided in return
  • A statement that no goods/services were exchanged (if applicable)

What a donor needs the receipt to say

A donation receipt does more than thank someone: in most tax systems it is the document the donor relies on to claim a deduction, and it fails if it omits a few specifics. It should name the organisation and, where applicable, its charitable registration or tax-exempt number; identify the donor; state the date and the amount; and — this is the part most templates miss — state whether the donor received any goods or services in return. If they did (a gala dinner, a raffle ticket, event access), the receipt must describe it and give its value, because only the excess above that value is deductible.

Cash, in-kind and quid pro quo donations

  • Cash or transfer: state the amount and the date received
  • In-kind gifts: describe the item but do not assign it a value — valuing the gift is the donor’s responsibility, not yours
  • Quid pro quo: state the value of what the donor received, so they can deduct only the difference
  • Recurring giving: an annual summary receipt is usually easier for both sides than twelve monthly ones
  • Include the phrase your jurisdiction expects — e.g. “No goods or services were provided in exchange for this contribution”
  • Number receipts sequentially and keep your copy; donors lose theirs and ask for reissues

FAQ

What must a donation receipt include for tax purposes?
The nonprofit’s name and tax ID, the donor’s name, the date and amount, and a statement of whether anything was given in return. Check your local tax rules for specifics.
Do I need to state the value of a donated item?
Usually the opposite: describe the item, but leave the valuation to the donor. Most tax authorities put the burden of valuing an in-kind gift on the person claiming the deduction, not on the receiving organisation.
Is there a minimum amount that needs a receipt?
Thresholds vary by country, and donors often need a written acknowledgement for anything above a fairly small sum. Issuing a receipt for every donation is simpler than tracking the threshold, and donors expect it.

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