Fundraising · free template

Gift Aid Declaration Form

Capture a valid HMRC declaration covering past, present and future gifts from a single supporter.

A ready-to-use fundraising & alumni form for small teams who need a reliable intake process: 12 questions, 3 pages, 4 conditional rules.

Questions: 12
Pages: 3
Layouts: classic
Conditional rules: 4
Typical time: 3 min

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Also filed under

Donations & Gift Aid

Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

Page 1 of 3 — Declaration

2 questions are hidden by conditional logic right now — change an answer above to reveal them.

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

Gift Aid Declaration Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

Small teams who need a reliable intake process working in fundraising & alumni.
Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
Anyone replacing chasing missing details over email with one structured record per enquiry.
Respondents are the people you send it to — the form asks them 12 questions across 3 screens.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

7 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 records a signature you can keep as proof of agreement.
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 4 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.

How to use this template

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

1Press “Use this template” — a fresh copy of Gift Aid Declaration Form lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
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.
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.
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 — 4 conditional rules ship with it.

Features advanced show logic: if “What does this declaration cover?” is A single donation, the form dynamically exposes “Date of the donation”. Otherwise that question never appears.
Features conditional validation: if “What does this declaration cover?” is A single donation, “Donation amount (£)” becomes mandatory before the form can be sent.
Features advanced show logic: if “What does this declaration cover?” is This donation and the past 4 years, the form dynamically exposes “Gifts you would like included”. Otherwise that question never appears.
Features advanced show logic: if “Has your name changed since you last gave?” is Yes, the form dynamically exposes “Previous name”. Otherwise that question never appears.
All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A Gift Aid claim is only as good as the declarations behind it, and most rejected claims come down to three missing things: a full home address including postcode, the statutory wording left intact, and the date the declaration was made. This form is built around those three. It asks first whether the declaration covers a single gift, all gifts from today onwards, or the past four years as well, and the answer changes what follows — a single-gift declaration opens the date and amount of that gift, while a retrospective one opens a short prompt to list the gifts the donor remembers making. The taxpayer confirmation is presented as HMRC words it, with a note that the donor must pay at least as much Income Tax or Capital Gains Tax in the tax year as all charities and CASCs will reclaim on their gifts. The home address is required rather than optional, and the form explains exactly why. Finally it captures the donor's undertaking to tell you if they stop paying enough tax, change their name or move house, which is the practical protection against claiming on a declaration that has quietly gone stale.

What this form asks

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

Page 1 — Declaration

What does this declaration cover?required
Date of the donation
Donation amount (£)
Gifts you would like included

Page 2 — Your details

Title and full namerequired
Email addressrequired
Home address
Has your name changed since you last gave?required
Previous name

Page 3 — Confirm

Taxpayer confirmationrequired
Notification undertakingrequired
Signaturerequired

12 questions in total.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 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 does this declaration cover?”

Reveals questions
If “What does this declaration cover?” is A single donation, the form reveals “Date of the donation”.
Makes answers required
If “What does this declaration cover?” is A single donation, “Donation amount (£)” becomes required before the form can be submitted.
Reveals questions
If “What does this declaration cover?” is This donation and the past 4 years, the form reveals “Gifts you would like included”.

Driven by “Has your name changed since you last gave?”

Reveals questions
If “Has your name changed since you last gave?” is Yes, the form reveals “Previous name”.

Set it up step by step

1
Keep the wording
Leave the declaration statement exactly as written — it mirrors HMRC's model wording.
2
Require the address
House number and postcode are mandatory. A claim without them will be rejected.
3
Link it from receipts
Add the form link to every thank-you email so non-declaring donors get a second chance.
4
File the responses
Export declarations into your CRM and reference them on the claim schedule.
5
Review annually
Email your declared donors once a year to confirm their tax position has not changed.

Mistakes to avoid

Accepting a declaration without the donor's home address, which is the one detail HMRC will not accept a claim without.
Rewording the statutory wording to sound friendlier, which invalidates the declaration.
Failing to record the date the declaration was made, so the four-year retrospective window cannot be evidenced.

What it pairs with

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

Online Donation Form
Regular Giving Sign-up Form
Legacy Gift Pledge Form

What to do with the responses

Store the declaration against the supporter record, include it in your next claim, and cancel it immediately if the donor later tells you their tax position changed.

Works in this layout

Browse classic templates

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Frequently asked questions

Can one declaration cover past donations?

Yes — choose the option covering the past four years and the form opens a space to list the gifts you would like included.

Why is the home address required?

HMRC matches claims to donors by house number and postcode. Without them the claim cannot be processed.

What if the donor stops paying tax?

They must tell you, and you must stop claiming. The form captures that undertaking in writing.

Do we need a signature?

A written declaration submitted online is acceptable; the signature field is there if you prefer to hold one.

Is the Gift Aid Declaration Form template free to use?

Yes. You can preview and test Gift Aid Declaration Form 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 Gift Aid Declaration Form template ask for?

It asks 12 questions across 3 pages, 7 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 Gift Aid Declaration Form form after copying it?

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

How does the conditional logic in this fundraising & alumni form work?

4 conditional rules ship with the template: Features advanced show logic: if “What does this declaration cover?” is A single donation, the form dynamically exposes “Date of the donation”. Otherwise that question never appears. Features conditional validation: if “What does this declaration cover?” is A single donation, “Donation amount (£)” becomes mandatory before the form can be sent. Features advanced show logic: if “What does this declaration cover?” is This donation and the past 4 years, the form dynamically exposes “Gifts you would like included”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Gift Aid Declaration Form 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 Gift Aid Declaration Form 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.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More forms teams pair with the gift aid declaration form.

Related categories

All Fundraising & Alumni templates