Donation Record Sheet
Keep a clean record of what came in or went out, and of whether the thank-you was actually sent.
IM-22 1 page
Faith and community groups · FC-11
Donation In Kind Record
A free printable donation record sheet for gifts of goods rather than money — donor, description, quantity, condition, the value your group put on it.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Keep gifts of goods visible in the accounts and in the thank-you list, instead of letting them disappear into a store cupboard unrecorded.
Who it is for
Churches, charities, community groups and anyone who takes in furniture, food, clothing, raffle prizes or equipment as a gift.
How to use it
- Enter the gift on the day it arrives, before it is sorted or stored.
- Name the donor and how to reach them, so a thank-you can follow.
- Write the condition honestly — it decides whether the gift is usable.
- Put your group's own value on it and say where the gift went.
- Tick the receipt column once the giver has been given something in writing.
What is on the sheet
One page, top to bottom:
Printed under the title: Gifts given as goods rather than money — what came in, who gave it, what condition it was in and where it went afterwards.
Your valuation, not ours. Whether a gift in kind is valued, how it is valued and what the giver is told about it are your group's own decisions and the rules where you are. This sheet records the gift and the value your group put on it; it does not set one.
Write-on lines: Group / charity · Period covered · Register kept by
Gifts received — one row per gift, entered on the day it arrives
Table, 13 rows: Date · Donor · Goods given · Qty · Condition · Value · Where it went · Receipt · Taken in by
Questions
Why is there no column telling me how to value a gift?
Because valuation rules differ by country and by the kind of organisation you are, and a printed sheet cannot know yours. The column asks what value your group put on the gift, so the basis stays with whoever made the decision.
How is this different from a donation record sheet?
That one is built for money. This one is for goods, so it carries description, quantity, condition and where the item ended up — the things a cash column cannot hold.
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Also in the resources library
The same subject, with a version you can fill in on screen.
