Community · free template

In-Kind Donation

Accept a gift of goods or services, not money: what is being donated, condition and quantity, estimated value, collection or delivery logistics and a receipt.

A ready-to-use non-profit & community form for charities, foundations and community groups: 28 questions, 2 pages, 5 conditional rules.

Questions: 28
Pages: 2
Layouts: classic · card
Time to complete: ≈ 6 min
Conditional rules: 5

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Donations & pledges

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

In-Kind Donation 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 28 questions across 2 screens.
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.

16 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 5 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 2 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 In-Kind Donation 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 — 5 conditional rules ship with it.

Features conditional validation: if “What are you donating?” is A service or professional time, “Type of work and hours offered” becomes mandatory before the form can be sent.
Features conditional validation: if “Do you need us to collect the items?” is Yes, “Collection address and access details” becomes mandatory before the form can be sent.
Features conditional validation: if “Does anything need testing, cleaning or repair?” is Yes, “What needs doing” becomes mandatory before the form can be sent.
Features conditional validation: if “Would you like to be acknowledged publicly?” is Yes, “How you would like to be named” becomes mandatory before the form can be sent.
Features conditional validation: if “Are you donating as” is A business, “Business name and contact” becomes mandatory before the form can be sent.
All 5 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Not every donation is money, and a card payment form is useless for a pallet of tinned food, three office chairs or forty hours of legal work. This form is for goods and services. It records the donor and whether they are an individual, a business or another organisation, then what is being offered in detail: the items, quantity, condition, age where it matters, and whether anything needs testing, cleaning or repair before it can be used or sold. Services are covered too — the type of work, hours offered, and whether the donor is qualified or insured to do it, which a charity has to ask before accepting professional help. Logistics come next, and they are the reason most in-kind offers fail: where the goods are now, whether the donor can deliver or needs collection, access at both ends, whether a vehicle or extra hands are needed, and when the items must be gone by. The value section is careful: it asks the donor's own estimate and states that the organisation cannot value the gift for tax purposes. It closes with a right-to-refuse note, gift-aid style declarations where relevant, acknowledgement preferences, and whether the donor wants to be named publicly.

What this form asks

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

Page 1 — Donor and gift

Your namerequired
Email addressrequired
Contact number
Are you donating asrequired
Business name and contact
What are you donating?required
What you are donatingrequired
Number of items or units
Conditionrequired
Approximate age of the items
Does anything need testing, cleaning or repair?required
What needs doing
Type of work and hours offered
Date the items are available fromrequired
Date they must be gone by

Page 2 — Logistics, value and acknowledgement

Do you need us to collect the items?required
Collection address and access details
Access at your endrequired
Will you need help lifting?required
Largest item size or weight
Your own estimate of the value
Do you need a receipt for the donation?required
Do you understand we cannot value your gift for tax purposes?required
Would you like to be acknowledged publicly?required
How you would like to be named
May we contact you about future appeals?required
Do you understand we may decline items we cannot use or sell?required
Anything else we should know

28 questions in total.

Example of a completed in-kind donation form

This shows how a donor offers goods to a charity and arranges collection.

Are you donating as: An individual
What are you donating?: Furniture
What you are donating: Two-seater sofa and a set of dining chairs
Number of items or units: 5
Condition: Good, minor wear
Do you need us to collect the items?: Yes
Collection address and access details: 12 Thornfield Road, ground floor flat, street parking available
Do you need a receipt for the donation?: Yes
Would you like to be acknowledged publicly?: No

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 5 conditional rules, grouped into 5 behaviours driven by 5 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “What are you donating?”

Makes answers required
If “What are you donating?” is A service or professional time, “Type of work and hours offered” becomes required before the form can be submitted.

Driven by “Do you need us to collect the items?”

Makes answers required
If “Do you need us to collect the items?” is Yes, “Collection address and access details” becomes required before the form can be submitted.

Driven by “Does anything need testing, cleaning or repair?”

Makes answers required
If “Does anything need testing, cleaning or repair?” is Yes, “What needs doing” becomes required before the form can be submitted.

Driven by “Would you like to be acknowledged publicly?”

Makes answers required
If “Would you like to be acknowledged publicly?” is Yes, “How you would like to be named” becomes required before the form can be submitted.

Driven by “Are you donating as”

Makes answers required
If “Are you donating as” is A business, “Business name and contact” becomes required before the form can be submitted.

Set it up step by step

1
Ask about condition before saying yes
Items that need testing, cleaning or repair carry a cost, and it is cheaper to know before a van is booked.
2
Get access details at both ends
Stairs, lift access and item weight decide the vehicle and the number of volunteers needed.
3
Let the donor state the value
The organisation should not value a gift for tax purposes, and saying so on the form avoids an awkward conversation.
4
Reserve the right to decline
A clear line on the form makes it far easier to refuse an unusable donation without offence.

Mistakes to avoid

Accepting goods sight unseen, then paying to dispose of items that could never be used or sold.
Booking a collection without asking about stairs or weight, so the van arrives and leaves empty.
Valuing a gift on the donor's behalf, which can create a tax problem for both sides.

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

Confirm whether the gift can be accepted, book the collection or delivery, log the items into stock, and send the receipt and acknowledgement the donor asked for.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the in-kind donation, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

How is this different from a donation form?

A donation form takes money. This accepts goods or services, with condition, logistics and a right to decline.

Can it be used for pro bono professional work?

Yes. The service section asks for hours, the type of work and whether the donor is qualified and insured.

Do you have to accept everything offered?

No, and the form says so plainly, which is what makes declining an unusable gift straightforward.

Does it produce a tax receipt?

It records the donor's own estimate and whether a receipt is wanted. Any tax treatment follows your local rules.

Is the In-Kind Donation template free to use?

Yes. You can preview and test In-Kind Donation 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 In-Kind Donation template ask for?

It asks 28 questions across 2 pages, 16 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 In-Kind Donation 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?

5 conditional rules ship with the template: Features conditional validation: if “What are you donating?” is A service or professional time, “Type of work and hours offered” becomes mandatory before the form can be sent. Features conditional validation: if “Do you need us to collect the items?” is Yes, “Collection address and access details” becomes mandatory before the form can be sent. Features conditional validation: if “Does anything need testing, cleaning or repair?” is Yes, “What needs doing” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the In-Kind Donation 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 In-Kind Donation 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.

More forms teams pair with the in-kind donation.

Related categories

All Non-Profit & Community templates

In-Kind Donation

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