Donation Receipt Template: Free Download for UK Charities
Free donation receipt template for UK charities. Includes Gift Aid wording, HMRC requirements, and customisable formats for email, PDF, and print.
Every donor deserves a proper receipt — and every charity needs one for Gift Aid compliance. Here's a free template you can customise for your organisation.
Why Donation Receipts Matter
- Legal requirement — donors need proof of donation for tax purposes
- Gift Aid compliance — HMRC can audit your records; receipts provide evidence
- Donor confidence — professional receipts build trust
- Retention — a thank-you receipt is your first retention touchpoint (more on retention)
What to Include
A complete UK charity donation receipt should include:
- Charity name and registration number
- Charity address and contact details
- Donor's full name
- Donation amount
- Date of donation
- Payment method (cash, card, bank transfer, etc.)
- Whether Gift Aid was declared
- A thank-you message
- What the donation will be used for (if restricted)
Template
[CHARITY NAME]
Registered Charity No: [NUMBER]
[Address Line 1]
[Address Line 2]
[Postcode]
[Email] | [Phone]
Donation Receipt
Date: [Date]
Receipt No: [Auto-generated number]
Donor: [Donor Full Name]
Amount: £[Amount]
Payment method: [Cash / Card / Bank Transfer / Standing Order]
Gift Aid: [Yes — declaration on file / No]
Thank you for your generous donation to [Charity Name]. Your support helps us [brief impact statement].
If you are a UK taxpayer and have signed a Gift Aid declaration, [Charity Name] can reclaim 25p for every £1 you donate at no extra cost to you. If you have not yet signed a Gift Aid declaration and are eligible, please contact us.
This receipt is issued for tax purposes. Please retain for your records.
Tips
- Send immediately — within 24-48 hours of receiving the donation
- Automate it — use your CRM or donation platform to send receipts automatically
- Include impact — "Your £50 provides school meals for 10 children for a week"
- Ask about Gift Aid — if the donor hasn't declared, include a prompt: Gift Aid declaration wording
Automated Receipts with PledgeNow
PledgeNow automatically sends branded receipts when donors pay their pledges. Gift Aid captured at the point of pledge. Zero admin.
Stop losing pledges. Start tonight.
Pledge Now, Pay Later captures every promise, follows up automatically, and lets donors pay on their own time. No card required. No catch.
Get fundraising tips in your inbox.
No spam. Just practical resources when we have something worth sharing.
Related articles
Safeguarding Policy for Charities: Template & Guide
Free safeguarding policy template for UK charities. Covers children, vulnerable adults, DBS checks, reporting procedures, and Charity Commission requirements.
How to Write a Charity Business Plan (Template & Guide)
How to write a charity business plan. Free template structure, key sections, financial projections, and tips for funding applications. UK charity guide.
Sponsorship Form Template: Free Download for UK Fundraisers
Free sponsorship form template with Gift Aid column. Print-ready for sponsored walks, runs, and challenges. HMRC-compliant for UK charities.