Free Non-Profit Internal Memo Template
Non-Profit Internal Memo
Date: [Month Day, Year]
To: All Employees
From: [Your Name], Executive Director
Subject: Compliance with Federal and State Fundraising Laws
This internal memo serves to remind all staff of [Your Company Name] about the importance of adhering to federal and state regulations governing nonprofit fundraising activities. As a 501(c)(3) organization, compliance with legal and ethical standards is critical to maintaining our tax-exempt status and the trust of our donors.
Background and Legal Requirements
As a nonprofit organization operating in the United States, we are required to comply with laws and guidelines set forth by the Internal Revenue Service (IRS) and state-specific regulations.
1. IRS Regulations for 501(c)(3) Organizations:
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Donations made to [Your Company Name] are tax-deductible for our donors.
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We are prohibited from engaging in political campaigning or excessive lobbying activities.
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We must provide written acknowledgment for donations over $[0], detailing the donation amount and a statement confirming whether goods or services were provided in exchange.
2. State Fundraising Compliance:
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Each state has its own requirements for charitable solicitations. It is our duty to ensure that [Your Non-Profit Organization Name] is properly registered in each state where we solicit funds.
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In some states, we must submit annual financial reports to the attorney general’s office or a similar regulatory body.
Guidelines for Fundraising Activities
In line with legal requirements, please adhere to the following guidelines:
1. Transparency with Donors:
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All fundraising materials must be truthful, clear, and free from misleading statements.
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Donors must receive clear communication regarding how their contributions will be used.
2. Accurate Record Keeping:
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Ensure all donations, regardless of size, are properly recorded in our internal financial system.
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All receipts and acknowledgments to donors must follow IRS guidelines, especially for contributions exceeding $[0].
3. Third-Party Fundraisers:
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If we engage third-party fundraising entities, such as telemarketers or online platforms, they must comply with both our internal policies and federal and state fundraising laws.
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Ensure contracts with third-party fundraisers outline clear expectations and legal responsibilities.
4. Event-Based Fundraising:
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For fundraising events (e.g., galas, charity auctions), ensure that all transactions are accurately documented, including the fair market value of any goods or services provided to attendees.
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Raffle events must comply with state gaming laws, including necessary permits and disclosure of odds.
Reporting Violations
Any staff member who observes non-compliance or unethical fundraising practices must immediately report the issue to [Your Non-Profit Organization Name]’s compliance officer. Reports will be treated confidentially, and employees will be protected under whistleblower policies.
By following these guidelines and maintaining full compliance with federal and state laws, we ensure that [Your Non-Profit Organization Name] upholds its mission and continues to operate as a trusted and legally compliant nonprofit organization. Thank you for your attention to these important matters and your continued dedication to our cause.
If you have any questions or require further clarification on these guidelines, please reach out to the Compliance Department at [Your Company Number].
[Your Name]
Executive Director
[Your Company Name]
