Donations not only help out the organisation or cause in need, but they can also provide a tax break for those who give. No matter the size of the donation, you should plan to provide a receipt as proof of what was given. Fortunately, you can create a template on your computer to use over and over again. This will save time and make it so that all donors receive the proper documentation to reference during tax time.
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Open your computer's word processing software. As a header, type "Donation Receipt from" followed by the name of your organisation.
List the donor's name, address, telephone number and the amount or item that the donor pledged. If the donor gave items, rather than money, list the appraised value of the items. This will help make sure that donations are properly documented according to who gave what.
Write a brief description of the donation. Include the time, date and place when it was presented.
Include a disclosure that no goods or services were exchanged for the donation. If there was an exchange, such as a dinner plate or show ticket as a result of the donation, list the value of the exchanged goods. For example, you'd write "In exchange for a £650 donation, Jane Doe received a £32 dinner at the annual gala." That way, the IRS can deduct the value of this item from that of the donation.
Have one of the organisation's officials or administrators sign the receipt. If you will be issuing several receipts at once, print the receipt on company letterhead so that the donor has proof of who issued the document.
Send the receipts through the mail to their respective owners. You should send them out no later than January 31 of the following year so that donors can have them in time to file taxes. Remember to keep a copy of each receipt for the organisation's future reference.
Tips and warnings
- For tax purposes, a donor only needs a receipt if the donation exceeds £162.
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