What is the raffle prize donation form template?
Raffle and auction prizes tend to arrive as a mix of phone calls, handwritten notes and vouchers in envelopes, and by the night of the event nobody's sure who gave what or when the spa voucher expires. This donation form records each prize with its title, description, estimated value, restrictions and a photo, plus how it's getting to you and how the donor would like to be thanked.
Businesses give their business name and website; individuals skip those questions. Vouchers must have an expiry date, experiences ask how the winner redeems them, and choosing collection asks when is best. Donors choosing a logo on event materials can upload their logo, and anyone who'd rather stay anonymous can say so.
Each pledge is saved as a PDF in your FileIt vault with the prize photos attached, ready for building your prize list, auction catalogue and thank-you letters.
- Best for
- PTAs, charities, clubs, schools and churches running raffles and auctions
- Filled in by
- Local businesses and individual supporters
- Time to complete
- About 5 minutes
- Includes
- Business or individual donor, prize type follow-ups, estimated value, photo upload, collection arrangements, acknowledgement preferences
Who uses a raffle prize donation form?
- A school PTA's summer fair raffle
- A charity gala's silent and live auction
- A sports club's annual dinner tombola
- A church Christmas fair collecting hampers
- A community radio station's on-air auction
- A fun run offering prize draws to participants
Questions on this raffle prize donation form
25 questions over 3 pages · includes file upload, conditional questions, multiple pages, consent checkbox.
1 About you
- Donating as* A business · An individual
- Business name* asked only when it applies
- Contact name*
- Email*
- Phone
- Address
- Website or social page asked only when it applies
2 The prize
- Type of prize* Physical item · Gift card or voucher · Experience or service · Hamper or basket · Cash towards prizes
- Prize title*
- Description*
- Estimated value*
- How many are you donating?
- Where should it go? Raffle or tombola · Silent auction · Live auction · Wherever it's most useful
- Voucher or offer expiry date* asked only when it applies
- How does the winner book or redeem it? asked only when it applies
- Restrictions or conditions
- Photo of the prize
3 Collection & thanks
- Getting the prize to us* asked only when it applies Please collect it · I'll drop it off · I'll post it · It's a voucher I'll email
- Best time to collect* asked only when it applies
- Available from asked only when it applies
- How would you like to be thanked? Named in the programme or prize list · Logo on event materials · Thank-you on social media · Please keep my donation anonymous
- Logo asked only when it applies
- Would you like a donation receipt or acknowledgement letter?
- Happy for us to contact you about future events?
- Donation*
The raffle prize donation form, page by page
1 About you
Donors say whether they're giving as a business or an individual. Businesses give their business name and website. Everyone gives a contact name, email, phone and address for collection and the thank-you letter.
2 The prize
Donors pick the prize type — a physical item, gift card or voucher, experience or service, hamper, cash towards prizes, or Other — and give a prize title, a description, estimated value and quantity, and whether it suits a raffle or an auction. Vouchers require an expiry date and experiences ask how the winner redeems them. Restrictions and up to three photos can be added.
3 Collection & thanks
Except for cash donations, donors choose whether you collect it, they drop it off, post it or email a voucher; choosing collection asks for the best time. They pick how they'd like to be thanked — named in the programme, logo on materials (which opens a logo upload), a social media thank-you or anonymous — and say whether they'd like a receipt and future contact, before confirming they're authorised to donate the prize.
Make the template yours
- Put the event name and date in the cover text so donors know the deadline
- Change the currency on the value question
- Remove the auction options if you're only running a raffle
- Add a question for your ticket price if donors can buy tickets at the same time
- Share it as a personal email request with businesses you've approached
Tips for a better raffle prize donation form
- Collect prizes well before the event so you have time to photograph and list them
- Check voucher expiry dates against the event date — a prize that expires the week after is a disappointment
- Use the estimated value to decide what goes to auction and what goes in the raffle
- Thank donors in the way they asked, and never name those who chose to stay anonymous
- Keep the PDFs — next year's approach letter is easier when you know what each business gave
Every response becomes a PDF in your vault
Each donation is filed as a PDF in your chosen vault folder with the photos and logo attached, and you're notified by email. Donors receive a copy as a record of their pledge if you've turned that on.
Export the Responses table to CSV to build your prize list or auction catalogue, a collection rota and a thank-you list sorted by acknowledgement preference.
- 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.
Raffle prize donation form: frequently asked questions
Is this raffle prize donation template free?
Yes. It's included in the Forms app on every FileIt account, including the free plan.
Can donors upload photos of the prize?
Yes. Up to three photos can be uploaded, and they're attached to the donation PDF in your vault.
Does the form issue a tax receipt?
No. It asks whether the donor would like a receipt or acknowledgement letter, which you issue separately according to your own rules.
Can individuals donate as well as businesses?
Yes. The first question asks whether they're donating as a business or an individual, and business-only questions are skipped for individuals.
Do donors need a FileIt account?
No. They fill in the form from your link without signing up.