Raffle drawing checklist and winner kit
Everything for drawing day in one free PDF: a checklist, a word-for-word announcement script, an official drawing record for your witnesses, a big “And the winner is” sign, a winner letter and a prize claim form.
Get the free drawing kit
What’s in the kit
- Drawing day checklist. The week before, the morning of, at the drawing and after. Tick it off and nothing gets missed.
- Winner announcement script. Read it word for word. It covers how many tickets are in, how the draw works and the rules, so the room knows it’s fair.
- Official drawing record. Date, time, tickets in the drawing, every winning number and winner, and two witness signatures.
- “And the winner is” sign. Type the prize, number and name, print it, and hold it up for the photo.
- Winner notification letter. Type over the sample, print and sign.
- Prize claim and release form. The winner confirms they got the prize and signs. You keep it with your records.
How to run a raffle drawing
- Collect everything first. Every seller’s unsold tickets and money should be in before the draw.
- Pull the unsold stubs. Count them and set them aside. Only sold tickets go in.
- Count what’s going in. Write the number on the drawing record and say it out loud.
- Use a neutral drawer and two witnesses. Someone who isn’t eligible to win, eyes closed or looking away.
- Read, show, write. Read the number twice, show the stub to the witnesses, then read the name. Write it down before the next draw.
- Call the winners the same day. Then post the winning numbers where you said you would.
Little things that keep a drawing drama-free
- Same-size stubs, folded the same way. No one should be able to feel for a ticket.
- Record a short video of the draw. If anyone asks later, you have it.
- Selling online too? Make sure paper sales are entered so one drawing covers every ticket.
- Big prize? Talk to your accountant before the drawing about IRS reporting, not after.
Free book
Want the whole playbook?
Raffle Mastery by T. S. Leonard covers pricing, prizes, promotion, the legal stuff and drawing day, in plain English and with a few stories you won’t believe.
Free download with newsletter signup on chance2win.org.
Raffle drawing FAQ
How do you do a fair raffle drawing?
Put only sold tickets in, all the same size and folded the same way. Mix them well, have a neutral person draw without looking, and have two witnesses check each number and sign a drawing record.
Does the winner have to be present?
Only if your rules say so, and it should be printed on the ticket either way. Most nonprofit raffles say “need not be present to win,” which also helps you sell tickets to people who can’t attend.
What do you say when announcing a raffle winner?
Thank the crowd, say how many tickets are in the drawing, explain how the draw works, then read the winning number twice before the name. The script in the kit walks you through it word for word.
What if a raffle winner can’t be reached?
Try every contact method on the stub, then follow your written rules. Most raffles set a claim deadline and draw an alternate if the prize isn’t claimed in time. Put that rule in writing before you sell.
Do raffle winners have to pay taxes?
Prizes are generally taxable to the winner, and larger raffle prizes can come with IRS reporting or withholding requirements for the organization. Ask your accountant before the drawing, especially for cars, trips or cash prizes.
How long should we keep raffle records?
It depends on your state. Keep the drawing record, the stubs and the claim forms at least as long as your license or permit requires.
Can we draw online and paper tickets together?
Yes, as long as every ticket has a unique number and paper sales are added before the draw. Chance2Win puts cash, check and online tickets in one drawing pool so a single draw covers everyone.
Related templates
Let the drawing run itself next time
Chance2Win raffle websites run one random drawing from every ticket sold, online and in person. You still get your big moment at the event.