Overview of the Donation Process (Post-Match)

Once a donor and institution have been matched in Museum Exchange, the donation moves into the next phase: processing the donation.

This part of the process is where both parties work together to confirm details, complete all required steps, and prepare for transfer of the donation.

What “post match” means

A post match donation is one where a donor and institution have already been connected in the platform. The donor essentially accepted a proposal from an institution to receive their donation.

At this point, the focus shifts from finding a potential institutional home to moving the donation forward. This will involve:

• preparing and signing required documents
• coordinating shipping, delivery, or receipt

End-to-End Donation Steps

While each donation may vary slightly, most post-match donations follow a process similar to the one below.

Institution confirms the donation - Institution

After the match is made, the institution reviews the donation details including the location and the identity of the donor. During this stage, the institution can assign a registrar to the donation, who receives communications from Museum Exchange regarding the donation.

• The institution completes the form to confirm the donation and assign a registrar.

Institution confirms approval dates  - Institution (optional)

Depending on the institution's internal review process, the object(s) may be subject to in person reviews. At this step the institution shares their requirements along with their estimates dates of review to be completed. These will influence donation processing and is optional for the institution.

• The institution completes the form to confirm approval dates.

Institution adds pre-shipping requirements  - Institution (optional)

Depending on the institution's policies, the institution may have certain requirements that need to be met prior to a donation being shipped, including whether a Loan Agreement is required, and if an inspection of the work is required. The choices in this step will determine the donation processing steps.

• The institution completes the form to confirm approval dates.

Donor confirms their information - Donor

Once the proposal is accepted, the donor can confirm their information (ownership of the items to be donated, tax information). Ensuring this information is accurate at the start of the donation will prevent issues and timeline extensions throughout the donation.

Donor adds packing information - Donor

The donor confirms the location of the item(s) to be donated, general availability for the shipping company to pick up the item(s) and information on how the item(s) are packed. Information provided at this step is used for managing and booking shipping later in the donation.

Loan agreement - both parties

A Loan Agreement is required for any object being shipped to the institution for donation consideration. The object will retain its status as a loan until it has been approved for donation.

• The Loan Agreement is uploaded by the institution, and contains information about the donated item(s).
• The Loan Agreement is signed by the donor.
• The Loan Agreement is countersigned by the institution.

Shipping arrangements - Both parties

Any object under donation consideration must be shipped to the institution to be approved by the staff members. Usually, the cost of shipping and wall-to-wall insurance are covered by the institution, unless agreed otherwise pre-match.

• The institution books shipping for the object(s) using the information provided in the packing form.
• If the institution uses Museum Exchange shipping (powered by Arta) Arta will work directly with the donor to coordinate shipping.
• If the institution uses their own Shipping Provider, a "Pick Up Window" is provided to the donor based on the general availability provided in the donor packing form.
• The donor confirms or rejects the delivery window. If rejected, the institution will resubmit a different availability.

Delivery Receipt - Institution

Once an object has been received by an institution, the institution must upload the delivery receipt to the donation.

• The institution uploads the delivery receipt

Appraisal - Donor

An appraisal report written by a qualified appraiser is required by the IRS for any donated object (or group of similar objects) valued over $5,000. The appraisal must be signed and dated no earlier than 60 days before the date of contribution. The cost of the appraisal is covered by the donor and invoiced directly by Museum Exchange. The appraisal will be prepared using the images and information previously provided. The appraiser will not require access to the objects) unless otherwise noted.

• Museum Exchange will appoint a qualified appraiser from our preferred network and manage the appraisal process on behalf of the donor. 
• The donor must approve the appraiser, including applicable appraisal fees.
• The appraisal report is uploaded to the donation by Museum Exchange.

If a donor would prefer to use an appraiser outside our preferred network or will not require an appraisal for the donation, the donor contacts Museum Exchange.

Deed of Gift - Both parties

A Deed of Gift is required for any object entering the institution's collection. The Deed of Gift transfers title and ownership from the donor to the institution and specifies the donor’s preferred credit line. The tax receipt will be issued for the year in which the Deed of Gift is fully-executed.

• The Deed of Gift is uploaded by the institution, and contains information about the donated item(s).
• The Deed of Gift is signed by the donor.
• The Deed of Gift is countersigned by the institution.

Contemporaneous Written Agreement - Institution

A Contemporaneous Written Acknowledgment is required for any object valued over $250 entering the institution's collection. The letter must include the institution, donor, and artwork information and state that no goods or services were provided in consideration of the gift. The letter should be dated and signed no later than January 31st of the year following the donation.

Contemporaneous Written Agreement is uploaded by the institution.

Form 8283 - Institution

Generally, a Form 8283 is required by the IRS for any donated object (or group of similar objects) valued over $500. If Museum Exchange managed the appraisal for the donation, it will coordinate electronic signatures from the appraiser and done.

• Form 8283 is uploaded by Museum Exchange.
• Form 8283 is signed by the Institution.

What Museum Exchange helps with during this phase

Museum Exchange helps keep the post-match process organized by giving users a central place to:

• track progress & review donation details
• keep all parties aligned on next actions
• complete documentation steps and provide legally binding signature process
• appoint appraisers for donors and upload the completed appraisal report
• upload Form 8283 once all donation steps are complete

This reduces confusion and helps everyone understand where the donation stands.

What slows down the process

Post-match donations most commonly slow down when:

• additional information is still needed or unknown about the item(s) being donated
• one or more parties are waiting on internal approval
• inaccurate donor or ownership information is provided
• signatures are delayed
• shipping or delivery details are not finalized promptly

Responding promptly and completing tasks as they appear in the platform can help keep the process moving.

Best practices for a smooth post-match process

To help things move efficiently:

• keep item information as complete and accurate as possible
• respond quickly to follow-up questions
• review and sign documents promptly
• confirm shipping or delivery details early
• check the donation status regularly for updates