At a Glance

Washington nonprofits that receive $50,000 or more annually in contributions or pay any employees must register for charitable solicitation with the Secretary of State before fundraising. The registration costs $60 initially and $40 for annual renewals, with applications taking up to 25 business days to process. Organizations that fail to register face civil penalties of up to $1,000 per violation.

Many nonprofits unknowingly operate without proper charity registration, putting their organization at risk. Understanding the charitable solicitation requirements in Washington isn’t just about achieving compliance—it’s about protecting your nonprofit’s reputation and ability to fundraise effectively. Additionally, obtaining the proper nonprofit registration ensures donors trust that their contributions are being handled responsibly.

Fortunately, navigating the registration process doesn’t have to be complicated. With the right guidance from experienced specialists, you can complete your charitable solicitation registration efficiently and focus on what matters most—your mission.

This step-by-step guide breaks down everything you need to know about registering for charitable solicitation in Washington state. We’ll walk you through each requirement, necessary document, and important deadline to ensure your nonprofit stays fully compliant.

What Does Charitable Solicitation Mean in Washington?

Before launching your fundraising efforts in Washington, you must first grasp what legally constitutes charitable solicitation according to state law. Understanding these definitions is critical for proper charitable solicitation registration and ongoing operations.

Defining charitable solicitation under Washington law

In Washington state, charitable solicitation refers to any oral or written request for contributions where an appeal is made for charitable purposes. The state defines this broadly to include any entity asking for or collecting contributions from the public while claiming these funds will support a charitable activity. A “charitable purpose” encompasses religious, scientific, educational, literary purposes or any activity beneficial to the community. This also extends to environmental, humanitarian, patriotic, civic purposes, amateur sports competition, animal welfare, and social welfare advancement. Importantly, the solicitation is considered complete once made, regardless of whether any contribution is received. For organizations considering professional assistance with charitable registration, understanding this distinction is vital as it affects when registration obligations begin.

Types of fundraising activities that require registration

Various fundraising activities trigger the need for charity registration in Washington:

• Direct solicitations via mail, email, telephone, or in-person requests
• Fundraising events and auctions
• Online donation requests through websites and social media
• Mass distribution materials including publications and broadcasts
• Container or vending machine solicitations

Each solicitation method carries specific disclosure requirements. For instance, telephone solicitations must provide certain information before asking for contributions and follow up with written disclosures within five business days. Furthermore, organizations using container or vending machine displays must clearly show the charitable organization’s name, contact details, and registration status. If you’re uncertain whether your fundraising activities require registration, professional charitable registration services can help determine your obligations and prevent costly issues.

Special considerations for gaming and online donations

Charitable gaming activities present unique registration considerations in Washington. Bingo, raffles, casino nights, and other games of chance conducted for charitable purposes require specific licenses from the Washington State Gambling Commission. Organizations must have existed for at least 12 months before licensure to conduct these activities. Notably, individuals cannot raise money through gambling activities, even if the proceeds go to charity. However, charitable organizations may conduct certain unlicensed gambling activities like golfing sweepstakes, while other activities may require licenses depending on their nature.

For online donations, the requirements can be complex. If your organization uses a “donate now” button on your website without specifically targeting Washington residents, you might not need to register. However, if you receive contributions from Washington on a repeated basis or substantial volume, registration becomes necessary. Many nonprofits use third-party platforms like Network for Good or PayPal to process online donations, but this doesn’t eliminate registration requirements. Understanding these nuances can be challenging, especially for smaller nonprofits. Expert solutions can simplify navigating these special cases and ensure you meet all state requirements with confidence.

All solicitations must avoid false or misleading statements and must fairly disclose the organization’s identity. Failure to adhere to these regulations can result in penalties and harm your nonprofit’s reputation with donors and regulatory authorities.

Does Your Nonprofit Need to Register?

Not every nonprofit organization in Washington must register for charitable solicitation. Understanding the specific thresholds and criteria will save you time and resources by determining whether registration is necessary for your organization.

Revenue thresholds and employee involvement

The state of Washington has established clear criteria for which organizations must register before soliciting donations. Your nonprofit must register with the Washington Secretary of State if either of these conditions applies:

• Your organization receives $50,000 or more in annual contributions from the public
• You pay anyone to carry out the activities of your organization, including employees or contractors

Additionally, if your nonprofit engages a commercial fundraiser to solicit donations on your behalf, registration becomes mandatory regardless of your revenue level. Organizations with larger budgets face tiered financial reporting requirements based on average annual gross revenue over three years:

• Tier one (under $1 million): Basic financial reporting requirements
• Tier two ($1-3 million): Must provide either federal financial forms prepared by a CPA or an audited financial statement
• Tier three (over $3 million): Required to obtain an independent, third-party audit of financial records

Managing these varying requirements can be complex, particularly as your organization grows. Professional charitable registration services provide dedicated specialists who ensure you’re meeting the appropriate tier requirements and help avoid costly mistakes while your team focuses on mission-driven work.

When registration is not required

Several exemptions exist that may relieve your organization from registration requirements. Registration is not needed for:

• Churches and their integrated auxiliaries
• Political organizations subject to Washington State Public Disclosure Act or Federal Elections Campaign Act
• Charitable organizations raising less than $50,000 annually when all activities, including fundraising, are conducted entirely by volunteers
• Appeals for funds benefiting a specific individual, provided all proceeds directly benefit that person

Even if your organization qualifies for an exemption, you may still choose to register voluntarily. In fact, the Secretary of State encourages exempt organizations to file an “Optional Registration”. Pursuing this option demonstrates transparency and can boost donor confidence in your organization’s operations.

Out-of-state and online donation considerations

Location doesn’t exempt you from Washington’s charitable solicitation requirements. If your out-of-state nonprofit actively solicits donations from Washington residents, you must register before beginning fundraising activities. This rule applies regardless of whether your organization maintains a physical presence in the state.

Having a website with a donation button generally triggers registration requirements in jurisdictions where those solicitations can be viewed. Since online solicitation can reach anyone with internet access, this effectively means your organization may need charitable registration services in multiple states, including Washington.

It’s worth noting that out-of-state nonprofits registering under Washington’s charitable solicitation laws aren’t automatically required to qualify for doing business in the state. Nevertheless, having an office or employees in Washington may trigger additional business registration requirements beyond charitable solicitation.

Determining your registration obligations can be challenging, given the complexities of modern fundraising methods. Many nonprofits turn to solutions to navigate these requirements effectively, ensuring they remain in good standing with state authorities while focusing on their mission.

Preparing the Required Documents

Once you’ve determined that your organization needs to register for charitable solicitation in Washington, gathering the required documentation is your next crucial step. Preparing these materials thoroughly will help ensure a smooth application process and prevent delays in your registration.

Charitable Trust Initial Registration Form

The foundation of your application is the Charitable Trust Initial Registration Form. This document must be completed in dark ink or submitted electronically through the Secretary of State’s website. The form requires current information about your organization, including its legal name, contact details, and purpose. The filing fee for this form is $25, with an optional expedited service for an additional $100 that reduces processing time to 2-3 business days.

Articles of Incorporation and Bylaws

Your application must include a copy of your trust instrument, which for most nonprofits means your Articles of Incorporation and Bylaws. These documents establish your organization’s structure and governance. For incorporated entities, you’ll need to provide your Unified Business Identifier (UBI) number—a 9-digit number that allows your organization to conduct business in Washington state. Organizations seeking charitable solicitation registration should ensure these documents clearly state their charitable purpose.

IRS determination letter and UBI number

Proof of your federal tax-exempt status is mandatory for registration. You must attach your most recent IRS determination letter confirming your tax-exempt status. If your organization is part of a group exemption, you’ll need to provide a letter from the central organization confirming your relationship, along with a copy of the central organization’s IRS determination letter. Additionally, a Federal Employer Identification Number (FEIN) is required for all charity registration applications.

Financial documents or Form 990

Your application must include either:

• A complete copy of your most recent IRS Form 990, 990EZ, or 990PF with Schedule A and all attachments (except contributor lists/Schedule B)
• Or, if your organization hasn’t filed a tax return yet, financial statements for the current accounting year

Organizations with higher revenue may face additional financial reporting requirements based on their annual gross revenue. Many nonprofits utilize professional charitable registration services to navigate these complex financial requirements and ensure accurate, timely submissions.

Disclosure of legal actions (if applicable)

You must disclose any legal actions involving your organization or individuals in your registration within the past 10 years. This includes administrative or judicial proceedings alleging failure to adhere to charitable solicitation rules, taxation, revenue, or record-keeping laws. For each legal action, you must provide the court’s jurisdiction, case number, title of legal action, and date, along with supporting court documentation.

Preparing these documents correctly the first time saves considerable effort and prevents costly delays. Therefore, many organizations seek solutions to avoid common mistakes that could delay their nonprofit registration approval.

How to Submit Your Registration

After preparing your documents, submitting your charitable solicitation registration to the Washington Secretary of State is the crucial next step. This stage requires attention to detail to ensure your application is processed correctly and efficiently.

Where and how to file your application

You can submit your registration through two primary methods:

• By mail: Charities Program, Office of the Secretary of State, P.O. Box 40234, Olympia, Washington 98504
• For express delivery: 801 Capitol Way South, Olympia, Washington 98501

Filing online is another option that offers greater convenience and faster processing. The Secretary of State provides an electronic submission system that guides you through each step of the application process. Consider using Labyrinth, Inc.’s charitable registration service to navigate the submission process seamlessly with experienced specialists.

Processing time and fees

The initial registration fee is $60, whereas renewal applications cost $40. Applications submitted by mail typically take up to 25 business days for processing. For organizations needing faster processing, expedited service is available for an additional $50 for paper documents or $20 for online transactions.

For same-day processing, deliver your expedited request in person to the Secretary of State’s office by 3:30 PM. Late submissions incur a $50 penalty, calculated based on the received date rather than the postmark date.

Avoiding common submission mistakes

Common errors during registration submission include:

• Mismatched organizational names between charitable and business registrations
• Incorrect UBI numbers or missing IRS determination letters
• Incomplete financial information for the most recent fiscal year
• Failure to disclose required information about officers and directors

Moreover, submitting forms with spelling errors in board members’ names or addresses can lead to rejection. Double-check all information before submission and consider implementing a review process where at least two people verify data accuracy.

Professional assistance for seamless submission

Many nonprofits find managing charitable solicitation requirements challenging while focusing on their mission. Labyrinth, Inc.’s solutions combine expert service with modern technology to handle your registrations, renewals, and filings.

We provide:

• Working directly with dedicated Nonprofit Specialists throughout your registration process
• Assembling necessary attachments with accuracy and attention to detail
• Ensuring timely submissions to avoid penalties through proactive deadline management
• Providing ongoing monitoring through our secure client portal

Subsequently, with Labyrinth, Inc.’s assistance, you can navigate the complexities of charitable registration while minimizing the risk of costly mistakes or delays that could impact your fundraising activities.

Maintaining Your Registration and Staying Compliant

Registering for charitable solicitation is only the beginning of your journey. Once approved, you must maintain your registration through regular renewals and adherence to Washington’s ongoing requirements.

Annual renewal process and deadlines

Maintaining your charitable solicitation registration requires timely renewals. The Washington Secretary of State will send email and postcard reminders approximately 60 days before your expiration date. Your renewal must be submitted annually within 11 months after your fiscal year ends. For example, if your fiscal year closes on December 31, your renewal is due by November 30.

The renewal fee is $40, considerably less than the initial registration fee. Unfortunately, no extensions are available for charitable registration due dates. Missing your deadline results in a $50 late fee, calculated based on the received date rather than the postmark date.

Organizations that fail to renew on time become delinquent and have one month to submit late filings. Beyond this period, your registration becomes involuntarily closed, requiring re-registration and payment of applicable fees. For expert assistance with renewal deadline management, consider Labyrinth, Inc.’s charitable registration service.

Disclosure requirements during solicitations

Throughout all fundraising activities, your organization must make clear disclosures. Every solicitation must include:

• The name of the individual making the solicitation
• Your charitable organization’s name and primary city of operation
• The Secretary of State’s contact information (1-800-332-4483 and www.sos.wa.gov/charities) if requested

Phone solicitations require sending written disclosures within five days to pledge donors. Container or vending machine solicitations must display your organization name, contact details, and registration status. For additional guidance on disclosure requirements, Labyrinth, Inc.’s solutions can provide expert support.

Penalties for non-compliance and how to avoid them

Violations of Washington’s charitable solicitation laws can result in substantial consequences. The Secretary of State may assess civil penalties up to $1,000 per violation. Serious violations are classified as misdemeanors, carrying fines up to $5,000.

Critically, violations are considered unfair practices under Washington’s Consumer Protection Act. To avoid penalties, maintain accurate records for three years, submit timely renewals, and ensure all solicitation materials contain required disclosures.

Professional support for ongoing requirements

Managing complex requirements can divert focus from your mission. Labyrinth, Inc. combines expert service with modern technology to handle your nonprofit’s registrations and renewals, so you can focus on your mission.

We provide dedicated renewal management—tracking every due date to keep you in good standing. Our Nonprofit Specialists offer 1-on-1 guidance throughout the process, and clients receive access to a secure SOC 2 Type II portal for tracking filing status and storing documentation. Used by nonprofits nationwide, Labyrinth monitors changing regulations so you don’t have to.

Conclusion

Navigating Washington’s charitable solicitation requirements certainly demands attention to detail and diligence. Throughout this process, you’ve learned that proper registration protects both your organization and donors while establishing credibility for your fundraising efforts. Additionally, understanding exemptions, thresholds, and ongoing requirements helps your nonprofit avoid potentially costly penalties.

Remember that registration is just the beginning of your journey. Your organization must maintain accurate records, submit timely renewals, and ensure all solicitation materials contain required disclosures. Failure to meet these obligations could result in civil penalties up to $1,000 per violation, which would undoubtedly impact your mission-focused work.

Many nonprofits find these administrative requirements overwhelming while trying to focus on their core mission. Therefore, partnering with a commercial registered agent service can significantly simplify this process. Such services provide dedicated specialists who handle document preparation, submission deadlines, and ongoing monitoring, allowing you to concentrate on what truly matters—your charitable work.

Whether you choose to manage the registration process independently or seek expert assistance, staying informed about Washington’s requirements remains essential. After all, maintaining proper charitable solicitation registration not only fulfills legal obligations but also demonstrates transparency and accountability to your supporters.

Armed with this step-by-step guide, you can now confidently approach your Washington charitable registration requirements, ensuring your nonprofit remains in good standing while effectively pursuing its mission to create positive change.

Frequently Asked Questions