Seasonal Occasions and Gifting · XG-924 · Tracker
Group Gift Collection Sheet
Free group gift collection sheet: who chipped in, pledged against paid, card signed, and total against target and gift cost. Excel, PDF and browser.
One page. The A4 and US Letter files are laid out identically, so neither is shrunk to fit.
Print it and write on it
Fillable PDF type and save
Spreadsheet formulas included
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
Fill it in online
The same sheet, on screen. Totals and figures are worked out as you type, rows can be added or removed, and you can print it or download the completed version as a PDF. Everything stays in your browser — your entries are kept in this browser's own storage on this device, nothing is uploaded, and there is no account.
Who this is for
Run a whip-round without losing track. Each contributor has a row for what they pledged, what they paid, how, and whether they signed the card. The summary sets the total against your target and the cost of the gift.
The colleague, parent or friend organising a joint present for a leaving do, a wedding, a new baby, a birthday or the end of the school year.
What this helps you track
- Everyone asked to chip in and what they offered
- What each person has actually paid, and how
- Who has still to pay and how much is outstanding
- Whose name is on the card
- The total against your target and the cost of the gift
How to use it
- Write the occasion, who the gift is for, your name as organiser, your own target amount and the collection deadline.
- Add a row for each person asked, with what they pledged if they named a figure.
- Enter the amount paid and how, as money comes in, and tick card signed as the card goes round.
- Once the gift is bought, enter its cost at the top to see the surplus or shortfall.
- The outstanding column and the summary are worked out in the browser and the workbook; keep the sheet in case anyone asks where the money went.
Formats
- Printable PDF (A4 and US Letter)
- Fillable PDF with form fields
- Fill in online, saved in your browser
- Excel / Google Sheets workbook
The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.
How to print
Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.
Questions
Should I set a suggested amount per person?
That is up to you and the group. Many collections let people give what they choose; the pledged column records whatever each person offered, and the target is your own figure.
What do I do with a surplus?
Decide with the group: add to the gift, buy flowers or a card, or return it. The sheet shows the figure; what happens to it is a group decision best written in the notes.
How do I record cash handed over without a pledge?
Leave pledged blank and enter the amount in paid. The outstanding column only shows a figure where someone pledged more than they have paid so far.
Is the online version shared with the group?
No. The browser version saves in your own browser only. Print it or export the workbook if someone else needs to see it.
Related resources
Gift Budget by Person
The overall gift budget and how it is shared out person by person.
Group Holiday Kitty and Settlement Calculator
Every contribution to the kitty, by person and date.
Gift List and Thank You Log
Who gave what, so the thank-you names the right gift.
Also in the library
Printable sheets, workbooks and tools on the same subject.
Petty Cash Sheet
Keep a small cash float straight: every movement on one line, a running balance down the page, and a count at the end that either matches or does not.
