Donation request form template

Give the charities, schools and teams who ask you for help one form: who they are, the event, exactly what they want, when they need it and how they will thank you.

Use this template

Preview · answers aren’t saved

Page 1 of 2

Organization name (required)

What kind of organization is it? (required)

Your name (required)

Your role in the organization (required)

Email (required)

Phone number (required)

20 questions · about 4 min · logic · file upload · prefill from the link

No sign-up to start
Unlimited responses on Free

Print it as a PDF Word version

Change the questions in Word, then print.

What you get back

Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.

From PulseFormCreator

Subject New response to Donation request

Organization name: Northside Elementary PTA
What kind of organization is it?: School or parents’ association
Your name: Rachel Moore
Your role in the organization: Fundraising chair
Email: rachel.moore@example.com
Phone number: +16145550143

and 11 more answers

A sample email with made-up answers.

submitted_at	Organization name	What kind of organization is it?	Charity registration or tax ID number	Your name	Your role in the organization
23 Sep 2026 09:41	Northside Elementary PTA	School or parents’ association		Rachel Moore	Fundraising chair

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

Set it up once in the Workflows tab, and every request gets a decision and a reply.

Submitted
A request comes in Pro

It waits for the giving committee to approve or reject it from their inbox, and a no can send a polite note.
The answer is yes

Reply from the response to arrange collection, and their answer comes back into the same thread.
They ask again next year

People keeps every request they sent and every reply, so a repeat is easy to spot.

Set this up when you use the template

What this form asks, and why

A donation request form should ask which organization is asking and whether it is a registered charity, who to reply to, the event and its date, exactly what is wanted and by when, and how supporters will be thanked. Businesses that give often also ask whether they have supported the group before.

The last column shows how often real donation request forms ask for it.

Question	Why it is there	Real forms
Organization name Required	The name you check against the charity register, on 16 of 16 forms.	16 of 16 forms
What kind of organization is it? Required	Most businesses give to some kinds of group and not others. This sorts requests first.	4 of 16 forms
Charity registration or tax ID number Only when “What kind of organization is it?” is “Registered charity or nonprofit”	Shown to registered charities only. 6 of 16 forms ask for a number to check.	6 of 16 forms
Your name Required	The person you reply to.	16 of 16 forms
Your role in the organization Required	Whether they can speak for the group, asked on 6 of 16 forms.	6 of 16 forms
Email Required	Where your yes or no goes.	15 of 16 forms
Phone number Required	For arranging collection.	14 of 16 forms
What is the event or program? Required	Its name and place in one answer.	6 of 16 forms
Date of the event Required	Checked against your notice period.	8 of 16 forms
How many people will attend or benefit?	Optional. The reach of a raffle prize or a sponsorship.	5 of 16 forms
What are you asking for? Required	8 of 16 forms ask what kind of help is wanted.	8 of 16 forms
Tell us exactly what you would like Required	Item and quantity, or a gift card value, so there is no second email.	10 of 16 forms
Why are you asking us?	Optional. Shows whether they know your business or sent one letter to every shop in town.	3 of 16 forms
When do you need it by? Required	Often earlier than the event, because raffles are printed in advance.	6 of 16 forms
Collection or delivery? Required	Most donors expect collection. Delivery opens the address.	2 of 16 forms
Where should we send it? Required Only when “Collection or delivery?” is “Please mail or deliver it”	Shown only when you mail or deliver.	2 of 16 forms
How will you thank supporters?	What your name gets in return, asked on 4 of 16 forms.	4 of 16 forms
Have we supported you before?	Spots a repeat request before you read the rest.	5 of 16 forms
Letter on your letterhead, or proof of charity status	Optional. Some donors insist on a letterhead; delete it if you do not.	3 of 16 forms
Before you send Required	Asking is not getting, said before anyone prints your logo.	2 of 16 forms

What we left out

Driver’s license number and home address. Asked on 1 of 16 forms, a grocer’s. The gift goes to an organization, so a person’s ID is never needed.
Mission statement and board list. On 5 of 16 forms. Ask the few requests you shortlist.
A decision block on screen. On 6 of 16 forms. Groups should not see your decision boxes, so they print on the PDF only.

What 16 real donation request forms ask

How many include each field, from forms organizations use today. Part of the Form Field Index.

Contact person’s name 16 of 16
Name of the organization asking 16 of 16
Email address 15 of 16
Phone number 14 of 16
Description of the event 10 of 16
How the donation will be used 10 of 16
Organization’s mailing address 10 of 16
Date of the event 8 of 16

Read September 2026 · US 10, Australia 6 · Sources

Costco Wholesale · retailer, US
Community Resource Federal Credit Union · credit union, US
Chick-fil-A Baker Lane, Asheville NC (operator’s donation page) · restaurant franchise, US
PR Chemical & Paper Supply · janitorial supply distributor, US
First Central State Bank · bank, US
Shop Smart · grocery store, US
Park State Bank · bank, US
Target · retailer, US
City of St. Francis (Minnesota) · city government, US
Houston Texans Foundation · professional sports team foundation, US
Melbourne Cricket Club · sports club and venue, Australia
Perth Zoo (Zoological Parks Authority) · state government zoo, Australia
NSW Swifts · professional netball team, Australia
Balnaves of Coonawarra · winery, Australia
SEA LIFE Melbourne Aquarium · visitor attraction, Australia
Fun Foods Direct · foodservice supplier, Australia

How the form changes as people answer

Most people see a shorter form. These questions and screens only appear when an answer calls for them.

When “What kind of organization is it?” is “Registered charity or nonprofit”

shows “Charity registration or tax ID number”
When “Collection or delivery?” is “Please mail or deliver it”

shows “Where should we send it?”

Make it yours

Stop when the budget is spent

In Settings, turn on Limit responses and set the number you can fund this year. Add your own “full for this year” message.
Know which store it came from

Add ?store=Newtown to the link each branch shares, and every request is saved with its branch.
Get each request by email

Turn on Email me in the Workflows tab. It is free, and your giving committee can go under Also send to.

Questions about this template

Asking a business for a donation?

Have ready what businesses ask for: your organization and a contact (16 of 16 forms), how the gift will be used (10 of 16 forms), the event date (8 of 16 forms) and a tax ID (6 of 16 forms). Send it 30 to 60 days ahead, the notice businesses usually ask for. Raising money by selling? Try a fundraiser order form.

Who fills in this form?

The charity, school or team asking. You put the link on your website, or its QR code at the counter, instead of taking letters by hand.

Can groups ask for money?

Yes, in the sponsorship preset, as an amount for you to consider. If you agree, you pay the way you usually do, such as a check request form.

Can I limit each group to one request a year?

Say so in the note at the top, as Shop Smart, the Melbourne Cricket Club, NSW Swifts and SEA LIFE Melbourne do. The “supported you before?” answer then shows who is asking again.

Which form do you need?

Not quite the job? One of these may fit, or browse all request forms.

Quote request form
When an organization wants to buy from you at a price, not ask for a gift.
Volunteer sign up form
When people offer their time to you, rather than asking you for something.
Charity golf tournament registration form
When you are the charity, and your fundraiser is a golf day with players and sponsors to sign up.

Start with the donation request form template

Open it in the editor, say what you give and when, and put the link on your community page.