Every nonprofit has a story about a gift that created more problems than it solved. A well-meaning donor offers a parcel of land riddled with environmental liabilities. Another wants to donate a timeshare the organization can never sell. Without a clear policy in place, saying yes is easy — and the fallout is hard.
A gift acceptance policy is one of the most protective documents your organization can have. It sets boundaries, manages donor expectations, and keeps your board from having to make awkward, ad hoc decisions every time an unusual gift lands on the table. It is a quiet document that does a loud job.
Whether your organization is writing its first policy or updating one that hasn’t been touched in years, having a well-crafted sample to work from saves hours of painful drafting. The right words matter — and so does the structure that holds them together. These three samples give you exactly that.
Gift Acceptance Policy Samples
Below are three ready-to-use gift acceptance policies — each suited to a different type of organization, from lean nonprofits to larger institutions with more complex giving programs. Pick the one that fits your situation best, or blend elements from each to build your own.
1. Simple Gift Acceptance Policy (For Small Nonprofits)
GIFT ACCEPTANCE POLICY [Organization Name] Adopted by the Board of Directors on [Date]
Purpose
This policy establishes the guidelines under which [Organization Name] (“the Organization”) accepts gifts from donors. It is intended to protect both the Organization and its donors by ensuring that all contributions align with the Organization’s mission, financial capacity, and legal obligations.
Gifts We Readily Accept
The following gifts are accepted without requiring prior Board approval:
- Cash and checks made payable to [Organization Name]
- Credit and debit card contributions processed through approved payment platforms
- Publicly traded securities that can be immediately liquidated
- Pledges with a documented payment schedule not exceeding five years
- In-kind donations of tangible goods that are directly usable in the Organization’s programs, subject to staff review
Gifts Requiring Prior Approval
The following gift types require review and written approval from the Executive Director and at least one Board officer before acceptance:
- Real estate, including residential, commercial, and undeveloped properties
- Closely held business interests, including shares in private companies or partnerships
- Life insurance policies naming the Organization as owner or beneficiary
- Charitable remainder trusts, charitable lead trusts, or gift annuities
- Cryptocurrency and other digital assets
- Personal property, including vehicles, artwork, jewelry, or collectibles with an estimated value exceeding $5,000
- Bequests and estate gifts that carry conditions, restrictions, or expenses for the Organization
Gifts We Do Not Accept
The Organization reserves the right to decline any gift that:
- Creates legal, financial, or reputational risk
- Requires the Organization to incur costs exceeding the gift’s value
- Conflicts with the Organization’s mission or values
- Is encumbered by conditions the Organization cannot fulfill
- Involves property subject to environmental liability
Donor-Restricted Gifts
The Organization accepts gifts restricted to specific programs or purposes, provided those restrictions are consistent with the Organization’s current or planned activities. All restrictions must be documented in a written gift agreement signed by both the donor and an authorized representative of the Organization.
The Organization will make reasonable efforts to honor donor restrictions. If a restriction becomes impractical or impossible to fulfill, the Organization will notify the donor (or the donor’s estate) and seek a modification that honors the donor’s original intent.
Valuation and Acknowledgment
The Organization provides written acknowledgment for all charitable gifts in compliance with IRS requirements. For non-cash gifts, the donor is responsible for obtaining an independent appraisal when required by law. The Organization does not provide valuations of donated property.
Confidentiality
The Organization treats all donor information as confidential and will not share personal or financial details with third parties except as required by law.
Review of This Policy
This policy shall be reviewed by the Board of Directors no less than once every three years or following any significant change in law, organizational structure, or gift program scope.
Approved by: Board Chair: _____________________________ Date: __________ Executive Director: _______________________ Date: __________
2. Comprehensive Gift Acceptance Policy (For Mid-Size to Large Nonprofits)
GIFT ACCEPTANCE POLICY [Organization Name] Effective Date: [Date] | Last Revised: [Date]
I. Statement of Purpose
[Organization Name] (“the Organization”) is committed to growing its philanthropic support in ways that are financially sound, legally compliant, and consistent with its mission. This Gift Acceptance Policy governs all solicitations and acceptance of charitable contributions to the Organization and is binding on all staff, volunteers, and authorized representatives involved in fundraising activities.
The Organization recognizes its duty to both its donors and its beneficiaries. This policy exists to protect both.
II. Authority and Oversight
The Chief Development Officer, in consultation with the Executive Director, holds primary responsibility for implementing this policy. All gifts falling outside the categories listed under Section IV (Gifts Accepted Without Board Approval) must be reviewed by the Gift Acceptance Committee prior to acceptance.
Gift Acceptance Committee: The Committee shall consist of the Executive Director, Chief Financial Officer, Chief Development Officer, and at least one Board member designated annually by the Board Chair.
The Committee shall convene within 15 business days of receiving a proposed gift for review. Decisions shall be documented in writing and retained in the Organization’s records.
III. Guiding Principles
All gift decisions shall be guided by the following principles:
- Mission alignment: The gift must support, or be reasonably convertible to support, the Organization’s charitable mission.
- Financial net benefit: The Organization shall not accept gifts where anticipated costs (legal, administrative, environmental, or operational) are likely to exceed the gift’s fair market value.
- Donor intent: The Organization shall make good-faith efforts to honor the donor’s stated purpose while maintaining programmatic flexibility.
- Ethical conduct: The Organization shall not accept gifts from donors whose activities conflict with the Organization’s values or create reputational harm.
IV. Gift Types and Acceptance Standards
A. Gifts Accepted Without Committee Approval
| Gift Type | Conditions |
|---|---|
| Cash (check, wire, ACH) | No minimum; payable to Organization |
| Credit/debit card | Processed via approved platforms |
| Publicly traded securities | Liquidated promptly upon receipt |
| Pledges | Written pledge agreement required; max 5-year term |
| Matching gifts | Subject to employer program terms |
| Small in-kind gifts | Fair market value under $1,000; directly program-usable |
B. Gifts Requiring Committee Review
- Real property: All gifts of real estate require a Phase I Environmental Site Assessment at the donor’s expense, a title search, and an independent appraisal. The Organization will not accept property subject to outstanding mortgages, liens, or environmental liabilities unless the Committee determines the net value justifies acceptance.
- Tangible personal property: Items with estimated fair market value exceeding $1,000 require staff review. Items exceeding $5,000 require Committee approval and an independent appraisal provided by the donor.
- Closely held business interests: Gifts of stock or ownership interest in private entities require legal review of the entity’s operating agreements, a valuation by a qualified independent appraiser, and a liquidity plan.
- Retirement plan assets and life insurance: The Organization accepts designations as beneficiary of IRAs, 401(k)s, and life insurance policies. Lifetime transfers of life insurance ownership require Committee review and an assessment of ongoing premium obligations.
- Charitable gift annuities: The Organization issues charitable gift annuities in compliance with applicable state law. Minimum gift amount is $25,000. All annuity agreements shall be reviewed by legal counsel before execution.
- Charitable remainder and lead trusts: Accepted when the Organization is named as a remainder beneficiary. The Organization shall not serve as trustee unless approved by legal counsel and the full Board.
- Bequests: The Organization gratefully accepts bequest intentions and encourages donors to notify the Organization in advance. All conditional bequests shall be reviewed by the Committee before acceptance from the estate.
- Digital assets and cryptocurrency: Accepted subject to the Organization’s ability to convert to cash promptly. The Organization does not hold digital assets as investments.
V. Restrictions on Gifts
Named funds and endowments: The Organization accepts permanently restricted gifts to establish named endowment funds with a minimum gift of $[Amount]. Named fund agreements must be documented in writing and approved by the Board.
Program-restricted gifts: The Organization accepts gifts restricted to specific programs or initiatives, provided those programs are active or planned at the time of the gift. Restrictions must be agreed upon in writing.
Unacceptable conditions: The Organization will not accept gifts that require it to:
- Advocate for positions contrary to its mission
- Provide goods or services of equivalent value to the donor
- Retain property it cannot liquidate, use, or steward
- Misrepresent the use of contributed funds
VI. Gift Valuation and IRS Compliance
The Organization provides written gift acknowledgments consistent with IRS requirements. For non-cash gifts, the Organization does not determine or represent fair market value. Donors seeking a charitable deduction for non-cash gifts are responsible for obtaining qualified appraisals in accordance with IRS regulations.
The Organization files IRS Form 8283 acknowledgment sections as required for non-cash gifts over $500.
VII. Confidentiality and Donor Recognition
Donor information is held in strict confidence. The Organization will not sell, trade, or share donor information with third parties. Donors who wish to remain anonymous may do so, and the Organization will honor that request in all public communications.
VIII. Conflicts of Interest
No staff member or board member shall accept personal gifts from donors on behalf of the Organization or in connection with their role. All potential conflicts of interest related to gift decisions must be disclosed to the Executive Director and recused accordingly.
IX. Policy Review
This policy shall be reviewed annually by the Gift Acceptance Committee and presented to the full Board for ratification. Any material changes shall take effect upon Board approval.
Approved by the Board of Directors: Board Chair: _____________________________ Date: __________ Executive Director: _______________________ Date: __________
3. Faith-Based or Community Organization Gift Acceptance Policy
GIFT ACCEPTANCE POLICY [Organization Name] Approved by the Governing Board/Council on [Date]
Our Commitment
[Organization Name] (“the Organization”) is deeply grateful for the generosity of our donors and community supporters. This policy is designed to ensure that all charitable gifts to the Organization are received, managed, and used in a manner that honors both the donor’s intent and the Organization’s calling.
We approach every gift with gratitude, integrity, and careful stewardship.
Who This Policy Covers
This policy applies to all contributions received by the Organization, including those solicited through special campaigns, planned giving programs, ministry fund appeals, and unsolicited donations from individuals, businesses, foundations, or estates.
Gifts We Gladly Accept
The following gifts may be accepted by the Executive Director or designated staff without formal committee review:
- Cash offerings, checks, and electronic transfers
- Credit and debit card donations via approved platforms
- Securities that are publicly traded and can be sold immediately upon receipt
- Pledges supported by a signed pledge card or written commitment, payable within three years
- In-kind goods that are directly usable in the Organization’s programs and operations, provided they do not create storage, maintenance, or disposal burdens
Gifts That Require Leadership Approval
The following gift types must be reviewed and approved by the Executive Director and Governing Board before acceptance:
Real Estate The Organization may accept gifts of real property only after completing a title review, an environmental assessment (Phase I minimum), and an independent appraisal. Properties encumbered by mortgages, easements, tax liens, or environmental concerns will not be accepted unless extraordinary circumstances are present and documented.
Vehicles, Equipment, and Personal Property Gifts of vehicles, musical instruments, electronics, or other personal property with a fair market value of $500 or more require prior approval. The Organization will assess whether the item can be used directly in ministry or must be liquidated, and will communicate that plan to the donor prior to acceptance.
Life Insurance and Retirement Assets The Organization accepts beneficiary designations from retirement accounts and life insurance policies. Donors wishing to transfer ownership of a life insurance policy to the Organization during their lifetime must receive prior written approval from leadership.
Bequests and Planned Gifts The Organization encourages and welcomes planned giving as a powerful expression of long-term commitment to our mission. Donors who include the Organization in their estate plans are encouraged to notify us so we can honor their generosity appropriately. All conditional bequests will be reviewed by legal counsel before acceptance.
Gifts with Donor Restrictions Donors may designate gifts to specific funds, programs, or building projects. The Organization will honor such designations in writing, and if circumstances make honoring the restriction impossible, leadership will consult with the donor or the donor’s family before redirecting the gift.
Gifts We Cannot Accept
To protect the Organization’s mission and financial health, we will respectfully decline gifts that:
- Carry costs that outweigh the gift’s benefit
- Require the Organization to take positions or actions inconsistent with its values
- Are offered with conditions we cannot fulfill in good conscience
- Expose the Organization to legal, financial, or reputational risk
- Involve property with unresolved legal title issues
The Organization will always handle such situations with care and gratitude, offering where possible to work with the donor to find an alternative arrangement.
Acknowledgment and Receipts
All donors receive a written acknowledgment of their gift in compliance with IRS guidelines. For in-kind gifts, the Organization acknowledges the donation but does not assign a dollar value. Donors are responsible for obtaining their own appraisals when required for tax purposes.
Ethical Standards
Staff and volunteers are not permitted to accept personal gifts, commissions, or compensation from donors in connection with any contribution to the Organization. All gift decisions are made in the best interest of the Organization and the communities it serves.
Policy Review
This policy will be reviewed by the Governing Board every two years or as needed in response to changes in law or organizational need.
Adopted by: Board/Council Chair: _________________________ Date: __________ Executive Director/Pastor: ___________________ Date: __________
Wrapping Up
A gift acceptance policy doesn’t have to be long to be powerful. What matters most is that it is clear, practical, and actually used. The three samples above cover a wide range of organizational needs, so there’s a strong starting point here regardless of your size or structure.
Take the policy that fits best, adapt it to your context, and get it formally adopted by your board. A signed, board-approved policy is the one that actually protects you when things get complicated.