Home / Message templates / Donation Thank You Letter for Tax Purposes
Donation Thank You Letter and Tax Receipt Template
A donation thank you letter for tax purposes is a warm thank you that also serves as the donor's written record. List your legal name and tax-exempt status. Give the donor's name and the gift's date and amount, or describe non-cash items. Say whether anything was given in return. Keep the thanks personal and the receipt details exact. Check the rules with your accountant.
Donors keep this email. They pull it up in February when their accountant asks for records. They look again when they decide whether to give next year. A clear receipt that is easy to find saves them a headache. A thank you that sounds human reminds them why they gave.
The best version does two jobs without mixing them up. The top is a real thank you with one concrete detail about impact. The bottom is a clearly labeled receipt block with the facts their tax preparer needs. Each part stays easy to read, and neither one feels like a form.
On this page
Write yours in 20 seconds
Free, no signup. The example is filled in: press the button, then replace it with your own situation. In Capstone, a message like it is written for each person you know when their check-in is due.
10 examples to copy
One message is easy. Hundreds of people, all year, is the hard part. Capstone Outreach puts everyone you know on a rhythm you pick, from weekly to every three months. When someone is due, a message like these is already written in your voice from your history with them. You approve it, and it goes from your own email or phone. See how it works.
Start 14 days free, then $25/mo
Everyone on a rhythm. Who is due, and when. Recorded in the app on a demo account.
1. One-time cash or check gift, thank you plus receipt
Subject: Thank you for your gift (receipt inside)
Why it works: It leads with a real thank you and keeps every receipt detail in one clearly labeled block the donor can find later.
2. Online gift, personal follow-up to the automatic receipt
Subject: A real thank you for your online gift
Why it works: It turns a cold system receipt into a personal touch. It also makes it easy for the donor to get the tax record they need.
3. January year-end summary for a monthly donor
Subject: Your [Year] giving summary for your tax records
Why it works: One summary saves monthly donors from digging through twelve receipts and thanks them for consistency, which is their real contribution.
4. Gala or event ticket where the donor received something
Subject: Thank you for joining us at [Event Name]
Why it works: It splits the value of the dinner from the gift, so the donor is not surprised later. It still celebrates what the night achieved.
5. In-kind donation of goods, described but not valued
Subject: Thank you for your donation of [items]
Why it works: It describes the items in detail and explains why there is no dollar value. That answers the question in-kind donors almost always ask.
6. Gift of stock or securities
Subject: Thank you for your gift of stock
Why it works: It lists the shares and transfer date, not a dollar figure, which is how stock gifts are usually receipted. It points the donor to the right advisor for the value.
7. Grant from a donor-advised fund, thanking the advisor
Subject: Thank you for recommending a grant to [Organization]
Why it works: It thanks the person who made the choice. It also says clearly why this note is not a receipt, which avoids confusion at tax time.
8. Memorial or tribute gift with receipt
Subject: Thank you for your gift in memory of [Honoree Name]
Why it works: It honors the person first and keeps the receipt brief and factual, which respects the donor's reason for giving.
9. Replacement receipt requested at tax time
Subject: Your replacement receipt from [Organization]
Why it works: It answers the request fast and completely, then slips in one line of impact so even an administrative email strengthens the relationship.
10. Corrected receipt after an error
Subject: Corrected receipt for your [Date] gift
Why it works: A plain apology and a clean corrected receipt protect the donor's records and your credibility at the same time.
Sending these to more than a few people? See how people keep track of who to follow up with, and when: what a personal CRM does and the best personal CRMs, compared.
When to send it
- Send the thank you and receipt within 48 hours of the gift. Set up online gifts to get a receipt right away. Then follow with a personal thank you.
- Send a year-end giving summary to monthly and repeat donors in January. Send it early, so they have it before they meet their tax preparer.
- Some gifts give the donor something back, like event tickets and auctions. Send the receipt after the event, once you know the value of what they got.
- For stock, vehicles and other non-cash gifts, send the receipt once the transfer is complete. Ask your accountant if any special forms apply.
- If a donor asks for a new copy of a receipt, send it the same day. They usually have a filing deadline in front of them.
Subject lines
- Thank you for your gift (receipt inside)
- Your donation receipt from [Organization]
- Your [Year] giving summary for your tax records
- Thank you, [Name], and your receipt
- Receipt for your gift on [Date]
- Your tax receipt for [Event Name]
- Thank you for your gift of stock
- Thank you for your donation of [items]
- Your replacement receipt from [Organization]
- Corrected receipt for your [Date] gift
- Thank you for your gift in memory of [Honoree Name]
- Your year-end giving statement
- Please keep this for your tax records
What to avoid
- Do not put a dollar value on donated goods or services yourself. Describe the items and let the donor and their advisor set the value.
- Do not leave out the line about whether goods or services were given. Donors and their preparers look for it.
- Do not bury the receipt details inside long thank you paragraphs. They will be hard to find later.
- Do not promise that a gift is deductible. Say what was given and received, and point donors to their tax advisor.
- Do not send only an automatic receipt with no human thank you. It tells the donor they were processed, not valued.
- Do not send the advisor a tax receipt for a donor-advised fund grant. That record belongs with the fund sponsor.
After you send it
Treat the receipt as the start, not the end. Four to six weeks later, send a short update with no ask. Share a story or photo that shows the gift at work. If a donor asks about their receipt, answer the same day. Stay in touch every two to three months with impact updates and invites. Send the year-end summary each January. Donors will learn to expect accurate, timely records from you.
Building the habit: how to keep in touch with contacts and what a personal CRM does.
Receipt sent. Is the donor more than a record? Capstone keeps each donor's emails, calls and notes on one timeline. When you write again, you know what they gave to and what they said last time.
Start 14 days free, then $25/mo
A study of 20 million LinkedIn members found that acquaintances, more than close friends, led to new jobs (Science, 2022). Capstone keeps those people warm. You approve every message, and it goes from your own email or phone.
Frequently asked questions
What should a donation receipt for tax purposes include?
It usually includes your legal name and tax-exempt status, often with the EIN. It also lists the donor's name and the date of the gift. Give the cash amount, or describe any non-cash items. Add a line saying whether goods or services were given in return. Check the exact rules with your accountant or IRS Publication 1771.
Can the thank you letter and the tax receipt be the same document?
Yes, most nonprofits combine them into one letter or email. The usual approach is a personal thank you at the top. A clearly labeled block of receipt details goes at the bottom. That way the donor gets one warm message. It still gives their tax preparer everything in one place.
Do you put a value on an in-kind donation receipt?
Usually no. Most groups describe the donated items in detail: quantity, type and condition. They leave the value to the donor and their tax advisor. Some gifts, such as vehicles or high-value property, can need extra paperwork. Check with your accountant before you send a receipt for those.
When should donors receive their tax receipt?
Send it within a few days of the gift. Send year-end summaries in January to donors who gave more than once. Donors need their records before they file. A prompt receipt also shows that your group is well run. Your accountant can confirm any deadlines that apply to you.
Is an emailed donation receipt acceptable?
Yes, email receipts are widely used and generally accepted. They must hold the same facts a printed receipt would. Make it easy to save or print, and resend it quickly when asked. Unsure about a certain type of gift? Check with your accountant or the current IRS guidance for charities.
What if the donor received a gift or dinner in return?
State what the donor received and a good-faith estimate of its value. Then they can see what part may be deductible. Event tickets, auction items and premium thank you gifts usually fall into this group. Ask your accountant how to handle small token items and where the limits apply.