In-Kind Donation Offer template
Use this form to review an offer of goods before the donor brings them to the organization. It records what is offered, quantity, condition, handling information and transport options. The response is an offer for review, not an acceptance, valuation or collection booking.
9 questions · Free plan: 500 responses/month · fully customizable
- Editable cover artwork
What’s inside
The questions this template ships with — rename, reorder, or delete any of them in the builder.
When to use this template
- Reviewing furniture, equipment or supplies offered by supporters
- Checking storage and transport needs before accepting goods
- Giving a coordinator enough information to discuss whether an offer fits current needs
Tips to get more from it
- Ask for quantities with units, such as eight chairs or twelve boxes.
- Keep Needs repair and Mixed or unsure available rather than forcing donors to claim good condition.
- Collect a general area first and arrange any exact address after suitability is confirmed.
Check usefulness before arranging transport
Compare the item description with current program needs, storage space and handling capacity. Eight working chairs may be useful, but their size, condition or delivery timing can still make acceptance impractical. Ask about missing details before promising collection.
Use the condition and restrictions answers to identify a review owner. For equipment, clarify whether the organization has someone able to assess its suitability. The form does not inspect items, establish ownership or determine a financial value.
Keep offer, acceptance and receipt distinct
Record a decision on the offer before coordinating delivery. Tell the donor which items the organization can accept and which it cannot, then confirm the place, time and receiving contact through your own process. A preferred availability date is not a reserved collection slot.
When goods arrive, compare the received quantity and condition with the accepted offer and record any difference. Keep that receipt record separate from the initial response. This template does not issue valuation documents, tax acknowledgements or automatic logistics instructions.
Example response and next steps
Illustrative example, not a real customer submission.
A local office offers chairs after changing its meeting room layout.
- Quantity and unit
- 8 meeting-room chairs
- Item condition
- Used and working
- Possible transport arrangement
- Collection would be needed
How to use the response
Ask for dimensions and relevant condition details, then check whether the program needs the chairs and has transport available. Confirm acceptance and collection separately before the donor moves the items.
Before publishing your version
Edit examples to match goods your organization can consider. Confirm who reviews offers and remove any wording that suggests acceptance or a receipt is automatic.
Questions people ask
Does submission mean the donation is accepted?
No. The organization reviews suitability, capacity and arrangements before confirming acceptance.
Does this calculate the value of donated goods?
No. It collects descriptive information. Valuation and any required acknowledgement are separate processes.
Can the donor request collection?
They can state that collection would be needed. The form does not book transport or promise that collection is available.
Go deeper
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