Books and records

A registered charity is required to keep adequate books and records. This not only makes it easier for you to complete your annual T3010 return but also helps demonstrate that your charity is using its resources for charitable purposes.

Books and records should be kept in either English or French. If they were originally created in a different language, a translated version must be available.

These records must allow us to:

Examples of books and records

Here are some examples of books and records:

Where to keep books and records

Books and records must be kept at the Canadian address that you have on file with us. This includes records related to any activity carried on outside Canada.

How to keep proper books and records

Here are general guidelines for keeping books and records:

Guidelines for keeping electronic books and records
  • Books and records that are created and maintained in electronic format must be kept in an electronically readable format, even if your charity has paper printouts of the electronic records. An electronically readable format means the information is supported by a system capable of producing an accessible and useable copy that would allow auditors to process and analyze the electronic records on CRA equipment.
  • If any source documents are initially created, transmitted, or received electronically, they must be kept in an electronically readable format.
  • Scanned images of paper documents, records, or books of account that are maintained in electronic format are acceptable if proper imaging practices are followed and documented.

Note

Books and records maintained outside Canada but accessible electronically in Canada do not meet the requirement of being kept in Canada.

How long to keep books and records

Duration Type of records
Two-year retention
  • You must keep these receipts for two years from the end of the calendar year that you received the donations.
  • If you cancelled or reissued donation receipts, you must keep these records for two years after the end of the calendar year in which the receipts were cancelled or reissued.
  • Copies of official donation receipts
Six-year retention
  • If your charity is registered, you must keep these records for six years from the end of the fiscal year that they cover.
  • If you didn’t file your T3010 on time, you must keep these records for six years from the late-filing date.
  • If your charity is revoked, you must keep these records for two years after the date of revocation.
  • General ledger or other books of final entry containing summaries of year-to-year transactions and the accounts necessary to verify the entries
  • Financial statements
  • Source documents
  • Documents showing your purposes and activities are charitable, such as annual reports, promotional material, and written agreements
  • T3010 Registered Charity Information Returns
Indefinite retention
  • If your charity is registered, you must keep these records indefinitely.
  • If your charity is revoked, you must keep these records for two years after the date of revocation.
  • Meeting minutes of directors, trustees, members, and staff
  • Governing documents and bylaws

To destroy books and records before the required duration has passed, you must obtain the Minister of National Revenue’s written permission. To do so, fill out Form T137, Request for Destruction of Records and send it to:

Charities Directorate
Canada Revenue Agency
Ottawa ON  K1A 0L5

Consequences of not keeping adequate books and records

Failure to keep adequate books and records may result in sanctions, such as monetary penalties, the suspension of your charity's tax-receipting privileges, and the loss of its registered status.

Related topics

References

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