In-Kind Donation Receipt and Fair Market Valuation Form

This template is for in-kind donations such as equipment, supplies, services, or other noncash gifts. It captures the donor, what was received, the condition, and the fair market value basis so the gift can be recorded consistently. If your organization only accepts cash gifts, this form is not the right fit.

It is usually completed by development, operations, finance, or a program staff member who received or verified the gift. The submitter should be someone who can confirm the item, its condition, and any restriction language before it is posted to records. A reviewer in accounting or development should approve the entry when valuation needs a second check.

Use it each time a noncash gift is received or when a donor promises an in-kind item that will be delivered later. Do not wait until month-end if the gift needs immediate acknowledgment, inventory handling, or accounting review. Repeating the same form for each gift keeps the audit trail clear.

Use the valuation basis that matches how your organization determined the estimated FMV, such as comparable market pricing, vendor quotes, or a documented internal assessment. The form includes a place to explain the basis and attach supporting documentation so the estimate is traceable. If the value is uncertain, note the method and any assumptions rather than guessing.

Yes. The intended use and restriction fields are designed for progressive disclosure, so you can show extra detail only when a gift is restricted. You can also add conditional logic for categories like equipment, professional services, or consumables if your review process differs by gift type.

Common mistakes include leaving the condition blank, entering a free-text estimate without a valuation basis, and collecting donor contact details that are not needed for the receipt. Another frequent issue is skipping the restriction details when the donor expects the gift to be used in a specific program. Those gaps make accounting review and donor follow-up harder.

Yes, it includes an acknowledgment requested field and a review and submission section so the organization can decide whether and how to send a receipt. The completed form also creates a record of what was received, who reviewed it, and what supporting documentation was attached. That makes it easier to maintain an audit trail and consistent retention practices.

Email and spreadsheets often miss key fields like condition, FMV basis, and restriction details, and they are harder to review consistently. This template standardizes the intake process, uses field types that match the data, and supports validation and conditional logic. The result is cleaner records and fewer follow-up questions.