1. Cash contributions under $250 – You may donate in cash, by check, by credit card or by electronic funds transfer. You may also donate by allowing a deduction from your payroll. You need to keep the following records for such a donation:
a. A canceled check, a bank statement or a credit card statement.
b. A receipt from the qualified organization which should show its name, and the date and the amount of the contribution.
c. You should also keep a pledge card issued by the qualified organization.
2. If you have made several contributions to the same organization, you should not combine them.
3. If you attach any terms while gifting the property, a written statement of such terms must be with you. When you leave the property at an un-attended drop side of the charity, you need not keep a receipt.
If you are claiming a deduction over $500 but below $5000, in addition to be the above records, you must keep records showing how you got the property, the approximate date on which you got the property and the cost of such property. If you are unable to get such records, you should attach a statement explaining the reasons for not having the records.
If you are claiming a deduction over $5000, in addition to the above records, you must also get a qualified written appraisal of the donated property from a qualified appraiser.
The acknowledgement you get from the qualified organization must be on paper, mentioning the amount of cash you contributed. If the organization gave you any goods or services depending on your contribution, the fact must be mentioned on the acknowledgement. If you get only intangible religious benefit, a statement to that effect should be attached. The acknowledgment and this statement must be with you before the date you filed your return for the year in which you make the contribution. If the acknowledgement does not mention the date of the contribution, you must have a receipt or a bank statement supporting your claim for payment.
4. You must have this acknowledgment before the date you file your return.
In case you claim expenses towards use of your car, you must keep written records of your expenses. These records must show the name of the organization you were serving and the date every time you used your car for this purpose. If you are claiming the standard mileage rate of 14¢ a mile, you might sure the miles you drove your car for charitable purpose. If you claim deduction of actual expenses, then your records must show the costs for operating the car for this purpose.
You should keep excellent records of your charitable contributions to avoid fines and penalties later.