For many businesses and organizations, charitable giving often occurs near the end of the year. It is also when much of the documentation gets lost. A check written at a holiday fundraiser, a few boxes of surplus inventory dropped off at a nonprofit, a recurring online gift for which nobody saved a receipt. Each one can be deductible, but only if the records hold up.

The IRS recently issued guidance (Tax Tip 2026-57) reminding taxpayers to keep organized charitable donation records throughout the year. For business owners who give both personally and through their companies, those records matter even more. Here is what you need to have on file and what has changed for 2026.

A New Deduction for Non-Itemizers Starting in 2026

Historically, you had to itemize deductions on Schedule A to get a tax benefit from charitable giving. In recent years, the standard deduction was so large that many taxpayers did not see any benefit from their donations

However, this changes in tax year 2026.

Taxpayers who do not itemize may be able to deduct up to $1,000 in cash contributions, or up to $2,000 for married couples filing jointly, made to certain qualified organizations.

A few things to keep in mind:

• The deduction applies to cash contributions only. Donated property does not count toward it.
• Not every organization qualifies. Gifts to donor-advised funds, for example, are generally excluded.
• Recordkeeping rules still apply. A smaller deduction does not mean lighter documentation.

If you itemize, other 2026 changes may affect how much of your giving is deductible, including a new floor that limits deductions to giving above a small percentage of your income. This is worth reviewing with your tax advisor before you make large year-end gifts.

Make Sure the Organization Qualifies

Only gifts to qualified organizations are deductible. Donations to individuals are not, even when the cause is a good one. That includes direct gifts to a family in need and contributions to personal crowdfunding or fundraising accounts.

Before you give, use the IRS Tax Exempt Organization Search tool on IRS.gov to confirm the organization is eligible to receive tax-deductible contributions. It takes a minute and can save you from claiming a deduction that will not stand up.

Keep Proof of Every Cash Donation

For any monetary gift, whether cash, check, card or electronic transfer, you need one of the following:

• A bank or credit card record, such as a canceled check or statement
• A written communication from the charity, such as a receipt, letter or email

Either way, the record must show the name of the organization, the date of the contribution and the amount. A note in your calendar or a line in your own spreadsheet is not enough on its own.

Get a Written Acknowledgment for Gifts of $250 or More

Any single contribution of $250 or more, whether cash or property, requires a written acknowledgment from the charity before you can claim the deduction. A bank statement alone will not satisfy this rule.

The acknowledgment must include:

• The amount of cash given, or a description of the property donated
• A statement of whether the organization provided any goods or services in return
• If it did, a description and good faith estimate of the value of those goods or services

This last point comes up often with sponsorships, galas and golf outings. If your company sponsors an event and receives dinner tickets or a foursome in return, the deductible amount is reduced by the value of what you received. Ask for the acknowledgment at the time of the gift rather than chasing it down at tax time.

Document Non-Cash Donations Carefully

Donating equipment, furniture, vehicles or inventory can be a meaningful way to give, but it brings additional paperwork. At a minimum, keep records that describe the donated property and its fair market value.

For larger non-cash gifts, the IRS may require more:

• Form 8283. Noncash Charitable Contributions must be filed when non-cash donations exceed certain thresholds
• A qualified appraisal. Required for many higher-value property donations
• Special rules. Donations of vehicles, business inventory and certain other property follow their own valuation and reporting rules

IRS Publication 526 covers the rules for charitable contributions, and Publication 561 explains how to determine the value of donated property. For business owners donating inventory or equipment, the treatment can differ depending on how your business is structured, so it is worth getting guidance before the items leave your building.

A Simple System for Year-Round Recordkeeping

The easiest way to protect your deductions is to capture documentation as you go. A few habits that work well:

• Create one folder, digital or physical, for all charitable receipts and acknowledgments for the year
• Separate personal giving from business giving so each group lands on the correct return
• Request written acknowledgments at the time of any gift of $250 or more
• Photograph donated property and note its condition and estimated value before you drop it off
• Review your records in November, while there is still time to fill in gaps and plan additional gifts

Plan Your Giving with Zinner & Co.

Charitable giving can support the causes you care about and reduce your tax bill, but only when it is planned and documented correctly. With new rules taking effect in 2026, now is a good time to look at how and when you give. The team at Zinner & Co. helps business owners structure charitable giving, maintain the right records and get full value from every deduction. Contact us today to talk about your year-end giving strategy.