Silent Auction Bid Sheets

Silent auction bid sheets (or silent auction bidding forms) are the primary way to inform auction bidders about items they are considering purchasing. For this reason, silent auction bid sheets need to include all the information a consumer would want to know in order to make a purchasing decision, helping bidders buy with confidence. For a fully customizable sample bid sheet for your charity auction, download our sample silent auction bid sheet.

What to include on a Silent Auction Bid Sheet

A silent auction bidding form (or bid sheet) is more than just a place for interested parties to write down their name with a bid amount. There are several significant parts you'll want to include on a proper silent auction bid sheet.

Here are some tips to creating one for your silent auction or charity auction event.

1. EVENT DETAILS: Include your organization's logo on the bid form, along with the name of the fundraiser. In the event that your audience attends numerous fundraising auction events, this basic information will ensure they receive the items they won, and will provide them with contact information in case they have any questions.


2. ITEM TITLE: Include a "Title" for the silent auction item, package or certificate at the top of the bid sheet.


3. TRACKING NUMBER: Include an individual tracking number for each item, along with an auction category (if relevant). This will help winning bidders match the exact item won during check out.


4. BID AMOUNTS: Silent auction bid sheets should show the actual value of an item, the starting bid and the minimum raise. You may choose to include a grid for donors to write their names and bid amounts. Be sure to fill in the starting bid on the top line as an example within the grid structure making it easy for bidders to place subsequent bids.


5. ITEM DESCRIPTIONS: Make the item description as descriptive as possible including everything the bidder will want to know when making a purchasing decision. Make sure to include a description of what the item is, approximate value, and other details relevant to individual items such as: vintage year if it is an antique, number of owners (if a collectible), number of copies for artwork or original pieces, etc. If packages include more than one item, be sure to include details and descriptions for all the items included in the package. NOTE: Refer to collateral materials (letters or brochures) sent with donations as they may be useful in crafting this information.


6. RESTRICTIONS: Be sure to list any restrictions associated with the donation - including expiration dates, limitations on days of use, exclusions, price caps, transferability, resale restrictions or anything else. These limitations should be clearly outlined in the donor's letter, certificate or materials which should be passed along to the buyer. If you find it difficult to fit all of this information onto the actual bid sheet, you may staple a copy of the letter or certificate with restrictions highlighted. It's important to share all the information with bidders... even if it seems like its irrelevant, buyers still have a right to all the information prior to making a purchase.

For a fully customizable sample bid sheet for your charity auction, download our sample silent auction bid sheet. The bid sheet includes all of the necessities: Your organization's logo, event name, donor name, required bid increment, item description and number.

Additional Resources

DoJiggy Auction is an online charity auction software program designed to help you manage the numerous details associated with your fundraising event or online charity auction including: managing online listings and bidding, event

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