Community · free template

Donation Receipt Request

Let donors request a tax receipt for a past gift by confirming the date, amount and donor details on file.

A ready-to-use non-profit & community form for charities, foundations and community groups: 10 questions, 1 page, 2 conditional rules.

Questions
10
Pages
1
Layouts
classic · card
Time to complete
≈ 3 min
Conditional rules
2
Preview it in the gallery

Searches this template answers

Also filed under

Live preview and test console

This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.

Donation receipt request

Include your country code.

What type of donation was this?
Is this receipt for a workplace matching program?

This form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.

1 question is hidden by conditional logic right now — change an answer above to reveal it.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Financial disclaimer present — passingThis form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Donation Receipt Request is built for charities, foundations and community groups who need to sign people up and record consent and eligibility.

  • Charities, foundations and community groups working in non-profit & community.
  • Teams who need to sign people up and record consent and eligibility without writing code or paying for a custom build.
  • Anyone replacing volunteer and donor records living in spreadsheets with one structured record per enquiry.
  • Respondents are donors, volunteers and beneficiaries — the form asks them 10 questions across 1 screen.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of volunteer and donor records living in spreadsheets and turns each submission into a record your team can act on immediately.

  • 4 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a phone number for urgent follow-up.
  • It pins the request to a specific date.
  • It captures a full postal address.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Donation Receipt Request lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 2 conditional rules ship with it.

  • Features advanced show logic: if “What type of donation was this?” is In-kind (goods or services), the form dynamically exposes “Description of the item or service donated”. Otherwise that question never appears.
  • Features conditional validation: if “Is this receipt for a workplace matching program?” is Yes, “Matching program or employer name” becomes mandatory before the form can be sent.
  • All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Donors often need a receipt weeks or months after they gave — for year-end taxes, an employer match program, or simply because the original email got lost — and chasing that request by phone or email is slow for both sides. This form gives donors a direct way to ask, and gives the nonprofit's bookkeeper the details needed to find the gift quickly: the donor's name as it appeared on the gift, an approximate date, the amount, and how the gift was made. A separate question for in-kind or non-cash donations is included, since those need a description of the item rather than a dollar figure, and receipts for those often require different wording. The form asks where to send the receipt and whether it needs to be addressed to a specific name for a workplace matching program, since those often require particular formatting. It deliberately does not promise the tax-deductible status of any gift or confirm a dollar value for in-kind donations — that determination belongs to the donor's own tax advisor. This form only routes the request to the person who can look up the record and issue the correct paperwork; it isn't a substitute for accounting software or a guarantee that a receipt can be located for every request.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Request a receipt

  • Donor name as it appeared on the giftrequired
  • Email addressrequired
  • Phone number
  • Approximate date of the donationrequired
  • What type of donation was this?required
  • Approximate amount donated
  • Description of the item or service donated
  • Is this receipt for a workplace matching program?
  • Matching program or employer name
  • Mailing address for the receipt

10 questions in total.

How the form changes as it's filled in

This template ships with 2 conditional rules, grouped into 2 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “What type of donation was this?”

  • Reveals questions

    If “What type of donation was this?” is In-kind (goods or services), the form reveals “Description of the item or service donated”.

Driven by “Is this receipt for a workplace matching program?”

  • Makes answers required

    If “Is this receipt for a workplace matching program?” is Yes, “Matching program or employer name” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Ask for the donor's name as given

    Matching the exact name used at the time of the gift makes it much faster to find the original record.

  2. 2

    Route in-kind requests separately

    Non-cash gifts often need different receipt wording, so flag them early rather than discovering it after the receipt is issued.

  3. 3

    Confirm matching-program details up front

    Employer matching receipts frequently need specific formatting — capture the program name before drafting the letter.

  4. 4

    Set a response-time expectation

    Let donors know roughly how long a receipt takes to issue so they aren't left wondering.

Mistakes to avoid

  • Not asking for the exact donor name used on the original gift, which slows down the record search.
  • Treating in-kind donation receipts the same as cash receipts without adjusting the wording.
  • Failing to note when a receipt is needed for a matching program, missing a required field the employer expects.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Match the request to your donor records, confirm the amount and date, and issue the receipt in the format the donor needs.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the donation receipt request, matched on the words people actually search for.

Frequently asked questions

Can this form confirm my donation is tax-deductible?

No — it only routes your request to someone who can look up the record. Deductibility questions should go to your own tax advisor.

What if I don't remember the exact amount?

Give your best estimate and the approximate date; the organization's bookkeeper will confirm the exact figure from their records.

How is this different from the Fundraiser Order Form?

The Fundraiser Order Form is for placing a new order during an active campaign; this form is for requesting paperwork on a gift that's already been made.

Can I request a receipt for an in-kind donation?

Yes, select the in-kind option and describe the item — the wording on an in-kind receipt typically differs from a cash receipt.

Is the Donation Receipt Request template free to use?

Yes. You can preview and test Donation Receipt Request on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Donation Receipt Request template ask for?

It asks 10 questions across 1 page, 4 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Donation Receipt Request form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this non-profit & community form work?

2 conditional rules ship with the template: Features advanced show logic: if “What type of donation was this?” is In-kind (goods or services), the form dynamically exposes “Description of the item or service donated”. Otherwise that question never appears. Features conditional validation: if “Is this receipt for a workplace matching program?” is Yes, “Matching program or employer name” becomes mandatory before the form can be sent. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.

Where do responses to the Donation Receipt Request form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Donation Receipt Request form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Related templates

More forms teams pair with the donation receipt request.

Related categories

All Non-Profit & Community templates