Donation Tracking Procedures

How office records, verifies, and acknowledges donations for Sparks Lake Activity Center

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What Counts as a Donation

Cash contributions
Check payments
Online payments
Material donations
Volunteer labor (record hours)

Every donation must be logged — even small ones.

Required Information

Full name
Phone or email
Date received
Amount or value
Purpose (general, brick, project, etc.)

1. Receive Donation

In person / online / mailed

Verify donor information
Clarify what the donation is for
Do not promise naming or placement

2. Record It

Immediately

Enter into donation log
Attach notes if special request
Notify owner if restricted donation

3. Confirm Receipt

Same day if possible

Thank You Message

Thank you for supporting the Sparks Lake Activity Center restoration project.

Your contribution helps improve facilities for the community.
We truly appreciate your support.

4. Weekly Reconciliation

Office + Owner

Match payments to records
Verify totals
Flag missing info

5. Monthly Review

Reporting

Prepare summary
Check recurring donors
Archive completed month

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Office Donation Tracking