The Art of Saying “No, Thank You”: How Gift Policies Protect Your Mission
Let’s paint a picture: You’re settling into your workday at your nonprofit—coffee in hand, inbox overflowing—when a cheerful voice calls in:
“Hi! I’d love to donate a beautiful, gently used couch to your organization. It’s practically new, Italian leather, and I can drop it off tomorrow!”
They’re generous. They're enthusiastic. They clearly mean well. But now you're stuck trying to decide—Can we even accept a couch? And if we say no, will we offend a potential supporter?
This is exactly the kind of situation where a gift acceptance policy saves the day.
What Is a Gift Acceptance Policy?
A gift acceptance policy is a document that outlines the types of gifts your organization can and cannot accept, under what conditions, and how decisions about unusual or complex gifts will be made. It’s your organization’s way of saying:
“We are so grateful for your support—and here’s how we ensure that your generosity aligns with our mission, our needs, and our capacity.”
Why Does It Matter?
Too often, organizations accept donations without really thinking through the long-term implications. A gift acceptance policy offers:
Clarity – No more scrambling to make case-by-case decisions on the fly. You have a roadmap.
Consistency – Everyone—from the front desk volunteer to the executive director—knows how to respond to unusual offers.
Protection – From liability, maintenance burdens, or mission drift. Just because something is “free” doesn’t mean it’s without cost.
Professionalism – It signals to donors that you’re intentional, ethical, and strategic about stewarding gifts.
Back to the Couch…
Let’s say your organization serves children and families. Someone wants to donate a couch. It sounds lovely. But once you dig into it:
Do you have the space to store it?
Are there liability concerns (bedbugs, allergens, injuries during pickup)?
Is the couch even relevant to your mission or programs?
Who’s going to transport it—and at what cost?
If your gift acceptance policy clearly states that you do not accept used furniture (except under certain programmatic needs or pre-arranged partnerships), then you’ve got your answer before you get into an awkward back-and-forth. You can still thank the donor genuinely and redirect them kindly to another organization that does accept such gifts.
How to Write a Gift Acceptance Policy (Without Making It Overly Complicated)
Your policy doesn’t have to be 40 pages of legalese. In fact, short and clear is better. Here’s what it should include:
1. Purpose Statement
Briefly explain why the policy exists. Example:
"This policy is intended to guide the receipt of gifts to [Organization Name], ensuring that donations are consistent with our mission and can be effectively used or managed."
2. Types of Acceptable Gifts
List what you welcome with open arms:
Cash
Checks
Credit card donations
Publicly traded securities
In-kind donations that meet specific criteria
3. Gifts That Require Review
These may include:
Real estate
Vehicles
Used furniture or equipment
Closely held securities or business interests
Cryptocurrency
Tangible personal property (e.g., art, antiques)
Clarify who does the reviewing—a gift committee? The board? Legal counsel?
4. Restricted Gifts
Explain how you handle donations with strings attached. You might note:
“We accept restricted gifts when the restriction aligns with existing programs or initiatives, and we retain the right to decline gifts with limitations that are not mission-aligned or administratively feasible.”
5. Right to Decline
This is a key phrase to include:
“The organization reserves the right to decline any gift that is not consistent with our mission, imposes an undue burden, or is not in the organization’s best interest.”
6. Donor Acknowledgment & Transparency
Touch on how you’ll acknowledge gifts, issue receipts, and remain compliant with IRS regulations.
Sample Policy Excerpt (for our Couch Scenario)
Furniture and Equipment
In-kind donations of furniture or equipment will be considered only when such items are directly needed by the organization’s programs and are in excellent, usable condition. The organization does not have capacity to store or transport donated furniture and may refer donors to partner organizations as appropriate.
Final Thoughts
Having a gift acceptance policy is like having an umbrella: you don’t think about it until a storm hits—and then you’re really glad you have it. Whether it’s a couch, a car, or a crypto wallet full of Bitcoin, a clear policy gives your team the confidence to handle any donation offer with grace and consistency.
Because at the end of the day, the goal isn’t to accept everything—it’s to accept the right things. With a gift acceptance policy in place, your mission stays in the driver’s seat, and your donors stay inspired, respected, and well-stewarded.
