Hi group,

I'm trying to put together a document that lists what type of donations/income/gifts/sponsorships/vendors/grants/DAF's get acknowledged as a thank you only or that have the IRS tax language as a deuctible contribution.  I'm thinking it would look something like this:

Unrestricted donation from an individual or organziation:

• Standard acknowledgement letter with IRS language stating the gift date, the gift amount, and that no benefits were received

Restricted donation from an individual or organization (exceptions below):

• Standard acknowledgement with gift date, gift amount, purpose of gift, and IRS language staing no benefits received

And on and on.  Has anyone done this or have a model I can use to develop this document?  I want to have a good and accurate list of how to acknowledge gifts/grants/sponsorships/etc.

Also posted on Blackbus.  Thanks!

Hi Chris,

Many organizations would do some of these things differently because they would base them on perhaps who signs the letters/receipts or gift amount breaks in addition to other things. Some folks use only receipts for just receiptable gifts (meaning no pledgeds or recurring gifts would print a 'receipt') and others use personalized letters for eveything so the extreme can vary from one to the other.

Some helpful things would be to perhaps base your document on gift types because that is where the differences for the IRS come in. This is what I have in my manual (but I haven't updated in awhile)

1)     The Friends of Bassett will send out the official IRS tax receipt /thank you acknowledgement for every gift. This is generally printed on Friends letterhead. Standard recipt/acknowledgement lists Date letter/recipt is processed, Amount of Gift (unless stock, GIK, etc.), Fund the gift is going to. Some gifts will print further information such as honor/memorial for tribute gifts, benefits for gifts and services, description of gift for GIK's, stock, planned gifts, etc.)

Stock or planned gifts - hand signed by executive director - include irs language based on gift details (ex: number of shares, issuer, date of receipt into account, median price per share - no gift amount on receipt)

Tickets/any transaction involving goods and services (Lists Gift amount, Benefit(s) amount & description as per irs guidelines)

 - hand signed by executive director

Gifts-In-Kind (Description only - no gift amount)

             - hand signed by executive director

4)     Annual statements are mailed each year from the Friends office in January to all donors from the previous year.  That document includes all contributions received from the donor during the previous year. These statements can be used for tax documentation in lieu of the Friends original acknowledgement letters.  Annual statements provide a complete recap of all prior year’s donations.