In-Kind Donation Form Template
Collect offers of donated goods and services with the details you need to accept, coordinate, and acknowledge them.
Nonprofit organizations and community programs that accept in-kind donations often manage these contributions through email or phone, which makes it hard to track what's been offered, what's been accepted, and what acknowledgment has been sent. Donors end up following up to find out if their offer was received. Staff spend time tracking down details that should have been collected upfront.
A structured in-kind donation form captures everything at the point of offer: what's being donated, the quantity, the estimated value, the condition, and the donor's contact information. Conditional logic can ask different follow-up questions based on whether the donation is goods, services, or equipment. Every submission creates a record your team can use to coordinate pickup, storage, acknowledgment letters, and tax documentation.
Customize the form for your organization's accepted donation categories, add your nonprofit's branding, and embed it on your website's giving page.
It's a form that allows donors to offer non-monetary contributions, such as goods, services, equipment, or expertise, to a nonprofit or charitable organization. It captures the details needed to evaluate, accept, coordinate, and acknowledge the donation.
Managing in-kind offers through email creates gaps in your records and makes it harder to coordinate logistics, issue acknowledgment letters, and report total contributions accurately. A form standardizes the intake process and ensures you have everything you need before responding to donors.
A thorough in-kind donation intake should cover:
- Donor's name, organization (if applicable), and contact information
- Type of donation (goods, services, food, equipment, professional expertise, etc.)
- Description and quantity of items or scope of services
- Estimated fair market value
- Condition of items (for goods and equipment)
- Preferred drop-off or delivery method and available dates
In the U.S., nonprofits are required to acknowledge in-kind donations over $250 in writing, though the donor is responsible for determining fair market value. Your form can collect the donor's estimated value, which you can reference in the acknowledgment letter. Connect form submissions to your donor management system or use Zapier to trigger a templated acknowledgment email automatically.
Define your accepted categories based on what your organization can actually use or distribute. Accepting everything creates storage and logistics problems. Be specific in your form about what you accept (e.g., unopened food items, professional clothing in good condition, certain equipment types) and include a note if you're unable to accept certain categories at a given time.
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