How To Include Matching Gifts In Your Fundraising Plan Form
Use a How To Include Matching Gifts In Your Fundraising Plan template to make your document workflow more streamlined.
What this fundraising plan form does
A matching-gifts fundraising plan form records how a nonprofit will identify eligible employer matches, communicate requirements to donors, and track follow-up through completion. It can organize campaign goals, donor outreach, employer-verification steps, responsible team members, and reporting checkpoints in one reusable document. Organizations use the form to turn matching-gift activity into an accountable fundraising process rather than an informal reminder. With signNow, the nonprofit can upload the form, detect fillable fields, assign contributors or approvers, request signatures, and preserve the completed plan with an audit trail.
Who benefits from matching-gift plans
The form gives nonprofit teams a defined way to plan employer-match outreach, approvals, and follow-up across campaign sizes.
A small nonprofit development office can use the form to assign donor outreach, employer-verification tasks, and follow-up dates without adding a separate matching-gift tracker to its campaign workflow. A regional community foundation can standardize matching-gift plans across local campaigns, giving program leads a consistent approval record while allowing finance staff to review expected employer contributions. A national nonprofit enterprise can connect approved plans with Salesforce or Microsoft Dynamics 365 workflows, coordinate many fundraisers, and preserve role-based approvals for audit and board reporting.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
How to complete the form online
Follow the document from upload through field review, signature routing, completion, and audit-trail storage in signNow.
Upload the form:
Upload the blank plan form into signNow. Detect fields:
Let signNow auto-detect fillable planning fields. Assign participants:
Assign campaign owners, reviewers, and approvers. Send for signing:
Send the completed plan for signatures. Archive records:
Store the signed plan and audit trail.
Best practices for matching-gift plans
Use a precise campaign structure, defined responsibilities, and a retained signing record so matching-gift commitments remain actionable and reviewable.
Identify campaign ownership clearly
Document each verification step
Separate preparation and approval roles
Preserve the approved record
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Challenges in matching-gift planning
Campaign goals may omit employer-match assumptions, leaving fundraisers unable to measure whether donor outreach produced additional eligible contributions. Unassigned verification dates can cause donor requests to remain unresolved while campaign staff assume another team member is handling follow-up. Different departments may edit separate copies of the plan, making the approved matching-gift commitments difficult to identify and reconcile. A missing audit trail can weaken evidence of who approved campaign assumptions, when the plan was signed, and whether the retained copy is complete.
Features for matching-gift planning
signNow connects the form’s campaign planning fields with controlled routing, signing evidence, reusable templates, and nonprofit document storage.
Field detection
Auto-detected fields help convert the uploaded fundraising plan into a structured document without manually rebuilding every campaign, owner, and approval field.
Role routing
Assigned roles keep donor-outreach planning, employer verification, finance review, and executive approval connected to the same matching-gift plan.
Reusable templates
Templates preserve the approved structure for recurring annual campaigns while allowing each nonprofit team to enter its own goals and dates.
Audit trails
Audit trails preserve signing events and document history, helping reviewers connect the final matching-gift commitments to identified participants.
Mobile signing
Mobile apps let authorized staff review or sign the plan from campaign events, offices, or other locations when desktop access is unavailable.
Connected workflows
Integrations such as Salesforce, Microsoft Dynamics 365, and Google Drive can connect plan routing, organizational records, and completed-document storage.
Security for signed plans
Stored document protection:
Protected data transfer:
Independent controls report:
Information security certification:
Electronic signature compliance:
PHI workflow condition:
Recommended plan workflow setup
Configure the matching-gift plan around verified signer identity, approval evidence, controlled retention, and access limited to assigned nonprofit users.
| Setting | Recommendation |
|---|---|
| Authentication method | Email invitation with SMS OTP |
| Signature type | Intent-based electronic signature |
| Audit trail | Enabled for every approved plan |
| Document retention | Follow nonprofit records policy |
| Encryption | TLS 1.2/1.3 and AES-256 |
What the plan audit trail records
The audit trail separates document preparation from signing evidence, showing how the matching-gift plan moved from draft to approved record.
Authenticate signer:
Capture timestamps:
Record document history:
Seal completion:
Confirm attribution:
Export audit evidence:
Processing stages for the plan
The form moves through preparation, delivery, approval, and archival; signNow records the document history as participants act.
Prepare the document
Deliver to signers
Track signer turnaround
Complete and archive
Matching-gift form troubleshooting
Resolve invitation, plan-limit, consent, and record-handling questions before the approved fundraising plan is circulated.
Business includes legally binding eSignatures, templates, audit trails, and mobile apps at $8/user/month with annual billing. It includes 100 signature invites per user per year; overage fees may apply, so confirm expected campaign volume before selecting the plan.
Business Premium adds bulk send at $15/user/month when billed annually. Use it when the same matching-gift plan must be distributed to many designated recipients; the Business plan does not include the bulk-send feature listed for Business Premium.
A signer may not receive the plan if the email address is incorrect, delivery is blocked, or the invitation has expired. Verify the recipient address, resend the invitation from the document workflow, and review the audit trail for delivery and access events.
For consumer-facing electronic records, ESIGN requires disclosure of the right to receive paper records, access to the electronic format, and procedures for withdrawing consent under 15 U.S.C. §7001(c). Apply those steps when donors or other consumers sign electronically.
signNow states that its eSignatures comply with ESIGN and UETA. The underlying legal framework still requires intent, electronic consent where applicable, attribution to the signer, and retention that permits accurate reproduction of the completed plan.
If the form contains protected health information, a HIPAA-compliant workflow requires a business associate agreement. signNow identifies HIPAA compliance as requiring a BAA; do not place PHI in the plan unless the nonprofit has completed that arrangement.
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