Donor-Submitted Contributions Guide and Letter Template
HCTC offers two options for submitting contributions in order for taxpayers to receive tax credits for eligible contributions:
- A public-facing form that is available for taxpayers to submit their own contribution; or
- A contribution form within the Salesforce database available for nonprofits to log in and submit
This guide is meant for organizations that intend to request that their donors use the taxpayer submission form. Please only communicate with donors directly. Do not post the link to the taxpayer submission form on your website or public forum. The link is meant only for valid donors verified by your organization.
Letters or emails to taxpayers submitting their own contributions should include the following:
- Organization name associated with your Tax ID (A dba name will not be an available option when the donor tries to look up your organization in the form.)
- Project name(s) the donor should select within the contribution form
- Nonprofits must be able to provide verification that the contribution has gone to that project if audited.
- Staff member’s contact information from your organization who will be available to assist donors who have questions about the contribution form
- Timeline for when the donor will receive the tax credit certificate, according to your organization’s selected certificate frequency
- You are required to send the following documents to any donor submitting their own contributions:
A template for the letter structure can be found below. Please keep in mind that your email or letter does not need to follow this structure exactly; this is only to serve as a guide for those who are writing the letter. Each nonprofit should customize it at its discretion according to its donor communication strategy and plan for issuing certificates.