A Donation Receipt / Gift Aid Receipt (UK) is an official document issued by a registered UK charity to a donor, acknowledging the receipt of a charitable donation and (where applicable) incorporating the donor's Gift Aid declaration. It serves two purposes: it provides the donor with written evidence of their charitable gift for their personal tax records, and it creates the documentary record the charity needs to submit a Gift Aid claim to HM Revenue and Customs (HMRC).

Gift Aid is one of the UK government's most important charity support mechanisms. Introduced by the Finance Act 1990 and significantly expanded by the Finance Act 2000, Gift Aid allows registered charities to reclaim the basic rate of income tax — currently 20% — on donations made by UK taxpayers. Because donors have already paid income tax on their earnings before making a donation, Gift Aid effectively allows the charity to recover that tax, boosting the value of every £1 donated by 25p (since the charity receives £1.25 for every £1 it receives from a basic rate taxpayer). Higher-rate (40%) and additional-rate (45%) taxpayers can claim additional personal tax relief via self-assessment, making Gift Aid even more valuable for higher earners who give to charity.

The Gift Aid Small Donations Scheme (GASDS), introduced by the Gift Aid Small Donations Act 2012, extends similar benefits to small cash and contactless donations of up to £30 per donation, without the need for a Gift Aid declaration. This makes it possible for charities to benefit from Gift Aid-equivalent top-ups on collection tin donations, street fundraising, and event collections — all of which would otherwise be ineligible due to the practical impossibility of obtaining declarations from every donor.

Key legislation governing UK charitable donations and Gift Aid includes: the Charities Act 2011, which sets the legal framework for charitable registration, trustee duties, and charity governance in England and Wales; the Finance Act 1990 (as amended), which introduced Gift Aid; the Finance Act 2000, which substantially reformed and simplified Gift Aid; the Income Tax Act 2007, which provides for Gift Aid relief on donations; the Gift Aid Small Donations Act 2012, which established GASDS; and the Income Tax (Earnings and Pensions) Act 2003 (ITEPA 2003), which is relevant where payroll giving is involved.

This template generates a complete donation receipt suitable for both one-off and recurring donations, with an integrated Gift Aid declaration, GASDS eligibility note, Charity Commission registration details, and HMRC-compliant record-keeping language.

When a registered UK charity receives a donation from an individual UK taxpayer and needs to issue an official receipt that includes a Gift Aid declaration, enabling the charity to reclaim 25p of basic rate income tax for every £1 donated through HMRC's Charities Online service.

When a charity receives a small cash or contactless donation of £30 or less and wishes to document the donation for the Gift Aid Small Donations Scheme (GASDS) under the Gift Aid Small Donations Act 2012, allowing the charity to claim a top-up payment without a formal donor declaration.

When a donor requests written confirmation of their charitable gift for their personal self-assessment tax return — particularly higher-rate (40%) or additional-rate (45%) taxpayers who wish to claim additional tax relief on their charitable donations beyond the basic rate already reclaimed by the charity.

When a charity receives a significant or restricted donation for a specific fund or purpose, and needs to document the restriction on use of the funds in writing, both to acknowledge the donor's wishes and to comply with trustee duties under the Charities Act 2011.

When a charity wants to confirm a standing order or direct debit recurring donation arrangement with a donor in writing, issuing an official receipt for each periodic payment that covers both the payment acknowledgment and the ongoing Gift Aid declaration.

When a charity needs HMRC-compliant records of its Gift Aid declarations to satisfy an HMRC audit or review, ensuring it has retained the documentary evidence required to support its Gift Aid claims for a minimum of six years.

When a company or organisation makes a charitable donation and requires a formal receipt for its own accounting and corporation tax records, documenting the charitable payment as a deductible expense (noting that Gift Aid cannot be claimed on corporate donations, but a separate corporate tax relief may be available).

Charity Details and Charity Commission Registration — The full registered name of the charity, its Charity Commission for England and Wales registration number (or OSCR number for Scottish charities), its registered address, and its contact email. HMRC and the Charity Commission require registered charities to quote their registration number on official documents including Gift Aid declarations.

Donor Details — The donor's full name and home address (including UK postcode). HMRC requires a donor's full name and address to be included in a Gift Aid declaration; without these details, a Gift Aid claim may be rejected. For anonymous donations, Gift Aid cannot be claimed unless the GASDS applies.

Donation Details — The gross amount donated in pounds sterling (GBP), the date of the donation, the method of payment (bank transfer, cash, cheque, card, or online platform), and the purpose or fund to which the donation is allocated (restricted or unrestricted). Restricted donations must be applied to the specified fund and cannot be used for general charitable purposes.

Gift Aid Declaration — The donor's signed declaration that they are a UK taxpayer and pay income or capital gains tax at least equal to the amount of Gift Aid claimed on all their donations in the relevant tax year. The declaration must include the scope (this donation only, or all past and future donations), the date, and the HMRC notice advising donors to notify the charity if their tax status changes.

Gift Aid Small Donations Scheme (GASDS) Eligibility — A note confirming whether the donation is claimed under GASDS (applicable for cash or contactless donations of £30 or less, without a donor declaration), with details of the GASDS claim basis and the charity's eligibility under the Gift Aid Small Donations Act 2012.

Recurring Donation Confirmation — For regular donations made by standing order or direct debit, a confirmation of the frequency and amount of the recurring donation, and a statement that separate receipts will be provided for each payment on request.

Authorised Signatory — The name, role, and signature of the trustee, treasurer, or authorised officer who is issuing the receipt on behalf of the charity, confirming the charity's authority to issue Gift Aid receipts and to submit HMRC claims.