What is the charity collection count sheet form template?
Counting a church offering, a donation box or event buckets is simple, but it matters to do it the same way every time. Most treasurers and trustees want the money counted by two unrelated people together, the totals written down straight away, and both counters to sign before the cash is banked or locked away. That protects the organisation — and the volunteers doing the counting.
This count sheet records the collection (date, source, service or event, fund and seal number, with a question about whether the seal was intact), the count itself (banknotes by denomination, coins, cheques, envelopes, tax-effective or Gift Aid envelopes and any foreign currency or vouchers, with a grand total), and what happened next: whether the two counts agreed, where the money went, the deposit reference and a photo of the slip. Both counters confirm and sign.
Every count sheet is saved as a signed PDF in your FileIt vault, giving your treasurer a complete, dated trail to reconcile against bank deposits.
- Best for
- Churches, charities, schools and clubs counting cash collections
- Filled in by
- Two counters together, on one device
- Time to complete
- About 5 minutes after counting
- Includes
- Denomination breakdown, coins, cheques, grand total, seal check, deposit details and two signatures
Who uses a charity collection count sheet form?
- A church counting the Sunday offering after each service
- A charity shop or café emptying its donation boxes weekly
- A fundraising event counting street collection buckets
- A school counting takings from a fair or bake sale
- A treasurer reconciling count sheets against the bank statement each month
Questions on this charity collection count sheet form
33 questions over 3 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 Collection
- Date of collection*
- Time counting started
- Collection from* Offering or collection plate · Donation box · Street or event bucket · Giving envelopes · Event takings
- Service, event or box*
- Fund or appeal
- Bag or seal number
- Was the bag, box or seal intact when opened?*
- What was wrong?* asked only when it applies
2 Count
- 100s
- 50s
- 20s
- 10s
- 5s
- 1s
- Total banknotes*
- Total coins*
- Number of cheques
- Total cheques*
- Giving envelopes
- Of which in tax-effective / Gift Aid envelopes
- Any foreign currency, vouchers or other items?
- What, and how much?* asked only when it applies
- Grand total*
3 Verification
- Did both counters' counts agree?*
- Describe the difference and how it was resolved* asked only when it applies
- What happened to the money?* Deposited at the bank today · Locked in the safe until deposit · Handed to the treasurer · Put in the bank's night safe
- Deposit slip or reference number asked only when it applies
- Photo of the deposit slip or count sheet
- Counters' confirmation*
- Counter 1 name*
- Counter 1 signature*
- Counter 2 name*
- Counter 2 signature*
The charity collection count sheet form, page by page
1 Collection
Date and time, what the collection came from (offering plate, donation box, bucket, envelopes, event takings or Other), which service, event or box, the fund or appeal and a bag or seal number. A required yes/no asks whether the seal was intact; no asks what was wrong.
2 Count
Six half-width fields record the number of 100, 50, 20, 10, 5 and 1 notes, followed by the banknote total, coins total, number and total of cheques, the number of giving envelopes and the amount in tax-effective or Gift Aid envelopes. Foreign currency, vouchers or other items can be noted. The grand total is required, with a reminder to count twice.
3 Verification
Did both counters' counts agree? No asks for the difference and how it was resolved. Counters record what happened to the money — deposited today (with a deposit reference), locked in the safe, handed to the treasurer or put in the night safe — and can attach a photo of the deposit slip. Both confirm they counted together and kept the money in sight, then each gives their name and signature.
Make the template yours
- Change the currency and the denominations to your own notes
- Rename the Gift Aid field to your country's tax-effective giving scheme, or remove it
- Add a dropdown of your funds instead of the free-text field
- Send each count sheet straight to your treasurer by adding them to NotifyEmails
- File count sheets in a folder per month or per fund
Tips for a better charity collection count sheet form
- Always count with two people who aren't related and don't live together
- Count in a private room with the door closed, and don't leave cash unattended
- Fill in the form before the money leaves the room
- Treat any broken seal or disagreement as something to report, not to fix quietly
- Rotate counting teams from week to week
Every response becomes a PDF in your vault
Each count sheet is saved as a PDF with both signatures in the vault folder you choose, and you — or your treasurer — are notified by email.
Filter the Responses table by date, fund or source, and export to CSV to reconcile totals against bank deposits or prepare giving reports.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Charity collection count sheet form: frequently asked questions
Is this collection count sheet template free?
Yes. It's one of the ready-made templates in the Forms app on every FileIt account, including the free plan. Use it as it is or change any question in the designer.
Why does it need two signatures?
Having two people count and sign together is a common control for handling cash. It protects the organisation and the counters if a total is ever questioned.
Can I change the note denominations?
Yes. The denomination fields are ordinary number fields — rename or remove them in the designer.
Does it add up the totals for me?
No — the counters enter each total and the grand total themselves after counting twice. Your treasurer can check the figures when reconciling.
Can both counters sign on the same phone?
Yes. There are two signature fields on the last page, so counters can sign one after the other on one device.
What if the counts don't match?
Answering no to 'Did both counters' counts agree?' asks for the difference and how it was resolved, so it's on record.