How to Write Donor Acknowledgement Letters

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Instructions on how to write a donor acknowledgement letter that meets our legal record-keeping requirements, IRS requirements and will make the donor happy.

Donation acknowledgement letters - what needs to be included for tax purposes:
Cash
  • Acknowledge amount
  • Add something about the purpose of the donation
  • Link to Template Letter - Limited access. Ask Business Admin to give needed access.
Non-cash
  • Describe the items.
  • Do not show an estimated cash value on the letter. While we ask for an estimated on the donation form, this is so that we can add an accurate to the item description in inventory. The IRS strongly suggests not assigning a value in this letter - that is the donor's responsibility.
  • Link to Template Letter - Limited access. Ask Business Admin to give needed access.

To Do

  • Template letters need to have fields added so that we can automate their creation.
  • Enter all donations into spreadsheet or database so that we can automate processes.