Recording and Receipting Donations

For Greater Vancouver Canvassers

The following are important instructions for completing tax receipts for one-time gifts, confirmation slips for monthly gifts and the receipt register. Please read these instructions and if you have any questions, please contact your regional Canadian Cancer Society office.

One-time Donation Instructions:

1. One-time donations can be made by cash, cheque or credit card. Cheques are made payable to Canadian Cancer Society.

2. Place the cardboard backing sheet behind the PINK copy of the one-time donation receipt.

3. Press firmly when filling out information. Fill out the receipt COMPLETELY including first name, last name, address, phone number, donation amount and issue date and remember to SIGN EVERY RECEIPT THAT YOU ISSUE. These are official tax receipts, so information must be complete. Do not sign or date any receipts until they are issued to the donor.

4. Give the top WHITE copy of the tax receipt to the donor.

5. If donating by credit card, make sure the DONOR SIGNS THE RECEIPT AND PROVIDES THEIR PHONE NUMBER as well. Give them the WHITE copy and place the GREEN copy in the envelope provided.

6. If an error is made, write VOID in large letters across the receipt. Leave all copies in the receipt book.

7. If making a personal donation, don’t sign your own receipt. Ask your captain or Canadian Cancer Society contact to sign it for you.

Monthly Donation Instructions:

1. Monthly donors must use VISA, MasterCard or American Express or provide a VOID cheque to authorize direct debit payments.

2. Place the cardboard backing sheet behind the PINK copy of the monthly donation form.

3. Press firmly when filling out information. Fill out the form COMPLETELY including first name, last name, address, phone number, email address, donation amount and issue date and make sure the DONOR SIGNS THE FORM.

4. Give the top YELLOW copy of the monthly donation form to the donor and place the GREEN copy in the donation envelope. Leave the remaining copies in the receipt book. Monthly donors will receive a receipt annually by mail for their contribution.

5. If an error is made, write VOID in large letters across the form. Leave all copies in the receipt book.

6. Do not detach unused forms — they must be left in the book. 

Receipt register instructions – to be completed after canvassing is finished:

1. After you’ve finished canvassing, please complete all the information in the Receipt Register.

2. Enter your contact information under “Canvasser Information”.

3. Fill in your Community, Area, Zone and Walk information (if applicable).

4. For each receipt issued, record the donation amount in the correct column. If the receipt has been spoiled, write VOID under the cash column.

5. Record the total amount of anonymous donations in the anonymous row (only for donations where NO TAX RECEIPT was requested by the donor).

6. Record the total of each column in the boxes provided at the bottom with the sum of the donations in each column.

7. Total columns A + B and enter amount in the box provided.

8. Total one-time donations in columns A + B + C and enter in box provided.

9. Total the monthly amount (per month) and enter in the box provided.

10. Do not complete grey shaded area.