How to properly record and acknowledge donations
Properly recording donations is crucial for maintaining trust, tracking progress, and showing donors the impact of their contributions. Every donation should be recorded accurately and promptly.
Welcome the donor and verify the items they're donating match their pledge (if they made one online)
Count the quantity accurately and check the condition of items
Document the donation with a photo for your records and future updates
Log into your dashboard and record the donation with accurate details
Express gratitude verbally and consider following up with a message or update
What was donated, quantity, unit of measurement
Donor's name (if not anonymous), contact info, pledge reference
When the donation was received (automatically recorded)
Any special details, item condition, or donor messages
Show appreciation to donors in multiple ways:
Someone shows up with items without making an online pledge first.
✓ Solution:
Still record it! Create a new donation entry and mark it as “walk-in”. Get their name and contact if they're willing to share.
Donor pledged 20 boxes but can only deliver 10 now, rest later.
✓ Solution:
Record the 10 boxes received today. When they bring the rest, record another donation for the remaining 10.
Company or NGO delivers multiple types of items at once.
✓ Solution:
Record each item type separately to properly track each campaign need. Associate all with the same organization donor.
Learn about donor privacy and handling anonymous donations properly.
Donor Privacy & Anonymous Giving →