Create a professional donation receipt and thank-you letter for your nonprofit, church or school. Add the organization's EIN, the donor, each cash or in-kind gift and the goods-or-services statement donors need for their records, then download a ready-to-send PDF.
Last updated:
Organization
Donor & receipt
Contributions
Letter & signature
Page 1
Everything stays in your browser. This tool formats a receipt; it is not tax or legal advice.
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How to use the Donation Receipt Generator
Enter your organization: name, address, EIN and contact details, and add a logo if you like.
Add the donor and the receipt number and date.
List each gift with its date, type and amount. For in-kind gifts, describe the items; adding a value is optional.
Choose the goods or services statement. If the donor received something, such as a dinner ticket, enter its fair market value and the deductible amount is worked out for you.
Edit the thank-you message and signature, then download the PDF and send or print it. Use 'Create next receipt' for the next donor.
Donation receipt rules at a glance (US)
Summary of IRS guidance in Publication 1771, Charitable Contributions: Substantiation and Disclosure Requirements. Check the current publication or a tax professional for your situation.
Situation
What the donor needs
What the receipt should say
Single gift of $250 or more
A written acknowledgment from the charity, received by the time the donor files the return
Organization name, amount (cash) or description (non-cash), and the goods-or-services statement
Gift under $250
A bank record or written communication from the charity
A receipt is good practice even when not required
Payment over $75 that is partly for goods or services
A written disclosure from the charity
A good-faith estimate of the value received and that only the excess is deductible
Non-cash (in-kind) gift
A description of the property; larger non-cash gifts have extra donor forms
A description of the items, not a value assigned by the charity
Religious organization, intangible benefit only
Acknowledgment as for other gifts
A statement that only intangible religious benefits were provided
Worked example: a gala ticket
A donor pays $150 for a fundraising dinner. The meal and entertainment are worth about $60. The deductible contribution is $150 − $60 = $90. The receipt should describe the dinner, state its $60 estimated value and show that $90 may be deductible. Choose "Yes: goods or services" above to print exactly that.
Tips for better donor receipts
Send receipts promptly, ideally within a few days of the gift, and a combined year-end statement in January.
Number your receipts so you can match them to your donation records. "Create next receipt" increases the number for you.
Thank the donor personally. Mention what the gift supports; a sincere thank-you makes a second gift more likely.
Keep a copy of every receipt you send, as PDF or printed, with your financial records.
Be specific about in-kind gifts: quantity, type and condition ("12 new winter coats, children's sizes") are more useful than "clothing".
Frequently asked questions
What must a donation receipt include?
For US donors, the IRS (Publication 1771) says a written acknowledgment should include the name of the organization, the amount of a cash contribution, a description (but not the value) of any non-cash contribution, and a statement that no goods or services were provided in return, or a description and good-faith estimate of the value of any goods or services that were provided. A statement that only intangible religious benefits were provided can be used where that applies.
When is a donation receipt required?
Under IRS rules, a donor needs a contemporaneous written acknowledgment from the charity to deduct any single contribution of $250 or more. Separate gifts are not added together for this rule. For a payment of more than $75 that is partly a gift and partly for goods or services (a quid pro quo contribution), the charity must give a written disclosure statement. Many organizations simply send receipts for every gift.
How is the deductible amount calculated when the donor got something back?
The deductible part is the payment minus the fair market value of what the donor received. For example, a $150 gala ticket that includes a dinner worth $60 has a deductible amount of $90. Choose 'Yes: goods or services', describe what was received and enter its value, and the receipt shows the deductible amount.
Should the charity put a value on in-kind donations?
No. The organization should describe donated property (for example 'Two bags of children's clothing' or 'Dell laptop, 2021 model') but is not required to value it; determining the fair market value is the donor's responsibility. This tool lets you show a value the donor supplied, marked with an asterisk and a note that the donor provided it.
What is an EIN and why is it on the receipt?
The Employer Identification Number is the nine-digit federal tax ID the IRS assigns to the organization, written as 12-3456789. It is not strictly required on the acknowledgment, but including it helps donors and tax preparers confirm the charity's identity and status.
Can I make one receipt for all of a donor's gifts this year?
Yes. Add every gift with its date and amount, and the receipt becomes a year-end giving statement with a total. Long lists continue on extra pages automatically. Keep a copy of each receipt for your records.
Is my donor data private?
Yes. The receipt is created entirely in your browser; nothing is uploaded or stored on a server. Your organization details are remembered in this browser only so you do not need to retype them. This tool helps you format receipts and is not tax or legal advice.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.