Record the declaration the donor actually supplied; adding a record does not obtain their agreement. You need permission to write Gift Aid declarations.

Add a declaration

  1. Open Declarations, then click Add declaration.
  2. Search for the individual by name and pick them.
  3. Choose Single donation, All future donations from today, or All past and future donations. For a single donation, enter its Donation ID. Set Effective from to the date covered by the declaration; Today fills in today’s date.
  4. Choose how the donor gave the declaration. The methods offered are the ones your charity has set up; see Manage declaration methods. Any guidance your charity added is shown under each method.
  5. The donor’s title, name and address are filled in from the contact’s record. Check them against what the donor gave and correct them if needed: first name, last name, address line 1 and postcode are required. Confirm the tax disclosure checkbox only when the donor has received that explanation.
  6. Review all five steps and click Submit declaration, then View declarations.

Non-verbal declarations are created as Active. Verbal declarations, including those made with a method of your own that counts as verbal, start as Pending confirmation. The form warns about written follow-up, but the declarations list has no action to confirm a pending declaration. Arrange follow-up and ask your administrator about the supported confirmation process; do not assume it has become active automatically.

Edit a declaration

  1. In the declarations list, click Edit on an Active or Pending confirmation row.
  2. Change the donor’s name or address, the Effective from or Effective to date, or the evidence reference, then click Save changes.

The contact, scope and method cannot be edited, because they are what the donor declared. To change one, cancel the declaration and add a new one. Cancelled and expired declarations cannot be edited.

Cancel a declaration

  1. In the declarations list, locate the donor; use Filter by status if needed.
  2. Click Cancel on an Active or Pending confirmation row.
  3. Enter a Reason for cancellation and click Cancel declaration. The dialog states that this cannot be undone; Keep closes it without cancelling.
  4. Verify the row shows Cancelled. Keep the donor’s request with your records and review any affected claims separately.

See Declaration fields and Understanding Gift Aid.