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501(c)(3) Donation Receipt Template – Sample

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The 501(c)(3) donation receipt is required to be completed by charitable organizations when receiving gifts in a value of $250 or more. It’s utilized by an individual that has donated cash or payment, personal property, or a vehicle and seeking to claim the donation as a tax deduction. Often a receipt detailing the extent of all donations over the course of the year will be issued to provide the total annual contributions made by a single donor, the value of which can be deducted from their gross income.

Table of Contents

What is a 501(c)(3) Non-Profit?

A 501 (c)(3) is a type of organization or corporation classified as a charity that’s able to accept charitable contributions. Contributions given to a 501(c)(3) are tax deductible when given before the close of the tax year. A pledge or promise to pay does not count. All 501(c)(3) organizations must be approved by the IRS under a rigorous approval process. If an organization is certified 501(c)(3), as most well known charitable organizations are, it’s safe to give a donation knowing that it can be tax deductible.

Most Popular Charities

Click on the following charity to download their donation receipt:

501(c)(3) Receipt Requirements

In accordance with Page 2 of IRS Publication 1771 the receipt must contain the following:

  • Name of the Charity;
  • Date of Contribution; and
  • Amount ($) of the Contribution.

Recommended (not required) – The receipt should contain the following statement “there were no goods or services provided as part of this donation.”

No Service or Goods Provided

In making a donation, no service or goods can be made part of the transaction. Therefore, if a person is going to a dinner event for a charity, the fee for the dinner may not be used for tax-deduction purposes.

Although, if a payment is made at the dinner, separate from the dinner fee or any portion of the event where a service is provided, the amount may be deducted.

Charitable Donations Without a Receipt

Any single instance where a donation is made up to $250 does not need a receipt. Under this rule, a person may make ten (10) trips to donate clothes and claim it as a tax deduction without proof or a receipt. Once the amount, for any donation, reaches $250 or more, a receipt is required. (26 U.S. Code § 175(f)(8)(A))

Description of Donation

If the donation is more than $500, the donation must be described, in detail, if it is any type of personal property or asset. (26 U.S. Code § 175(f)(11)(B))

Appraisal Needed

If the donation value is more than $5,000, the property must be assessed by a “qualified appraiser”. This is not defined although the donor is advised to use their best judgment. (26 U.S. Code § 175(f)(8)(C))

Maximum Tax Deduction

An individual may deduct up to 50% of their adjusted gross income (line 36 on IRS Form 1040 Schedule 1). (26 U.S. Code § 170(b)(1)(B))

501(c)(3) Charity Lookup

Before any donor makes patronage to a non-profit organization, it’s imperative that the entity that is receiving the funds is classified as a 501(c)(3) by the IRS. If not, the donor may not be liable to deduct the amount from their tax return at the end of the year.

Two (2) Options to Verify

Step 1 – Go to the IRS Website

Go to the IRS Website and click the dark blue button titled ‘Tax Exempt Organization Search‘ (EOS App).

Step 2 – Type the Name of the Entity

Perform a lookup by Organization Name or the Employer Identification Number. If the organization is nationwide and has local associations, use the location filters to specify by State or City.

Step 3 – View Listings

Just because an organization appears on the search results does not mean the organization is a verified 501(c)(3) organization. The entity name must be clicked and its status with the IRS will appear.

The statement “On Publication 78 Data List: Yes” must be listed to confirm the entity’s non-profit status.

Sample – 501(c)(3) Donation Receipt

DONATION RECEIPT

 

Date: March 14, 2019

Name of the Non-Profit Organization: Goodwill Industries of Northern New England

EIN: 01-0284340

DONATION INFORMATION

 

Donor’s Name: John Roberts

Donor’s Mailing Address: 123 Monroe Way, Apple Valley, CA 92307

Donation Value: $760.00

Donation Description: 3 winter coats, 42″ Plasma TV (in working order), 3 chairs, and 1 large couch.

I, the undersigned representative, declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that there were no goods or services provided as part of this donation. Furthermore, as of the date of this receipt the above-mentioned organization is a current and valid 501(c)(3) non-profit organization in accordance with the standards and regulations of the Internal Revenue Service (IRS).

Sincerely,

 

 

Thank you for your generosity. We appreciate your support!

How to Write

Download: Adobe PDF, Microsoft Word (.docx), Open Document Text (.odt)

1 – Download The Receipt Form From This Page

A pre-formatted copy of the receipt a 501(c)(3) Non-profit Organization should generate when receiving a donation can be obtained as a PDF or word processing (Word or ODT) file. You may save a copy to your machine using the buttons (or the links) labeled “PDF,” “ODT,” or “Word.”

2 – The Header Information Requires Recipient Information

This document will open with a blank space where you can record the “Date” when this receipt was issued. Oftentimes, a document will be initially identified using its title and its date. Supply the month, calendar day, and year when the donation was received on this line.   The official name of the 501(c)(3) Non-profit Organization must be recorded on the blank line labeled “Name Of Non-Profit Organization.” This must be the complete name of this organization as it appears on the books with the appropriate governing body. The “Mailing Address” where the 501(c)(3) Non-Profit Organization receives correspondence should be supplied to the empty line labeled “Mailing Address.” The Entity Identification Number assigned to this organization by the I.R.S. is required on the line “EIN.” If this information is not immediately available, you can look it up using the organization’s name on the  IRS Website.

3 – A Few Basic Facts Regarding The Donor And Donation Are Required

The party making the donation to the recipient Organization will also need to be defined. This task will be handled in the “Donor Information” section. Begin by supplying the full name of the Donor on the blank line attached to the words “Donor’s Name.” The complete address where the Donor can be reached should be provided on the empty line labeled “Donor’s Address.” The “Donation Information” statement is structured with the language necessary to document the 501(c)(3) Non-profit Organization’s receipt of the donation being made but will request some pieces of information. Use the first blank line to document the total dollar value (in USD) of the donation being made. When recording this value, make sure to write this value out rather than presenting it numerically out on this line. Use the blank space in the parentheses to record the total value of the donation numerically. Now, on the blank space “Donation Description,” supply a detail of what is being donated. This should be a report that can include the name, manufacturer number, or general description of what the Donor is giving to the 501(c)(3) Non-profit Organization (i.e. a laptop name/model, antique furniture, patio set consisting of…, etc.).

4 – The Recipient Must Sign This Receipt

Naturally, there will need to be some evidence this receipt was generated by the 501(c)(3) Non-profit Organization as a response to the donation listed above Such verification will occur by signature. Only an Authorized Representative of the 501(c)(3) Organization will be able to sign his or her name on the “Representative’s Signature” line as an acknowledgment of the Organization’s receipt of the above items.  Once this Representative has signed his or her name, he or she will need to print his or her name on the blank line labeled “Representative’s Name”). If the Representative holds a specific “Title” with the signature Organization, then this should be provided to the third blank line in this area. Finally, once the Representative has signed and printed his or her name then supplied any applicable title he or she may hold, the Representative will need to prove the month, calendar day, and year of this document’s signing on the “Date” line.


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