Charity Donation Acknowledgment Letter
A charity donation acknowledgment / thank-you letter for a 501(c)(3) — donor and gift details, the IRS-required "no goods or services" (or quid pro quo) statement, and a tax-record note, so donors can substantiate their deduction.
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Helping Hands Community Fund 100 Charity Lane, Springfield, ST 00000 EIN: 00-0000000 May 23, 2026 Sample Donor 200 Example Ave, Springfield, ST 00000 Dear Sample Donor, Thank you for your generous cash contribution of $250.00, received on May 10, 2026. Your support makes our work possible, and we are deeply grateful. No goods or services were provided to you in exchange for your contribution. Please retain this letter for your tax records. Helping Hands Community Fund is a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code; contributions may be tax-deductible to the extent allowed by law. This letter does not constitute tax advice -- please consult your tax advisor regarding deductibility. With gratitude, _____________________________ Sample Director Executive Director Helping Hands Community Fund
About this template
A donation acknowledgment letter does two jobs at once: it thanks a donor and it gives them the **written substantiation the IRS requires** to claim a charitable deduction. In the US, a donor who gives **$250 or more** must have a contemporaneous written acknowledgment from the charity, and the letter has specific required content. It must state the **amount of any cash** contributed and a **description (but not the value) of any non-cash** property — the charity does not assign a dollar value to donated goods; that is the donor's responsibility. Most importantly, it must include a statement about **whether the donor received any goods or services in exchange** for the gift. There are three cases: if the donor received **nothing**, say so plainly ("no goods or services were provided"); if they received something (a "quid pro quo" gift, e.g., a gala dinner), the letter must **describe it and give a good-faith estimate of its value**, because only the amount above that value is deductible; and if the only thing provided was **intangible religious benefits**, state that. Include the organization's **name and EIN**, the **date**, the donor's details, and have it **signed**. Practical notes: "contemporaneous" means the donor should have the letter by the time they file (so send acknowledgments promptly, ideally in January for the prior year); many charities acknowledge **all** gifts, not just those over $250, because it is good stewardship; and the letter should make clear it is **not tax advice** and that deductibility depends on the donor's situation. Rules here are US-specific and change — confirm current IRS requirements (Publication 1771 is the reference) and adapt for your country if you are outside the US.
When to use it
- Thanking a donor and substantiating a 501(c)(3) gift of $250+.
- Sending year-end giving acknowledgments to donors.
- Acknowledging cash or in-kind (non-cash) contributions.
- Documenting quid pro quo gifts where the donor received something.
What to include
- Organization name, address, and EIN; letter date.
- Donor name/address and the gift (cash amount or non-cash description).
- The required statement on goods/services provided (none, quid pro quo, or intangible religious).
- A tax-record retention note and a not-tax-advice disclaimer.
- A signature, name, and title.