Whatever method you use, remember the core rule: what the supporter sees or hears is what the carrier must see. If you use more than one method, you have to document every single one. Missing even one flow is a common cause of an immediate rejection.
When you collect phone numbers, keep three words in mind: clear, explicit, and voluntary. The supporter has to take a real action to agree, and you can never force them into it.
Method 1: Web form
Think of a donation page, an event registration form, or a newsletter signup. A good form does five things:
Marks the phone number field as optional, not required.
Keeps fundraising and transactional consent as two separate checkboxes. You cannot combine them into one. (Fundraising covers appeals and campaigns; transactional covers things like donation receipts, event reminders, and volunteer scheduling.)
Includes the required legal language next to each box: what the messages are for, message frequency, a note that message and data rates may apply, and instructions to reply HELP or STOP.
Shows clearly visible privacy policy and terms of service links in the footer.
Leaves the boxes unchecked by default. The supporter must tick them manually. Boxes cannot be pre-checked.
Opting in cannot be a requirement for donating or registering. The form should submit successfully even if the supporter leaves the SMS boxes blank.
Need a privacy policy and terms to link to? Rally provides customizable templates you can generate: an SMS privacy policy at rallycorp.com/sms-privacy and SMS terms of service at rallycorp.com/sms-terms.
Pro tip: If your form sits behind a login or a donor portal, do not just describe it. Take a screenshot, upload it to a public host such as Google Drive, and share that link with your provider so reviewers can see it for themselves.
Method 2: Verbal consent
If you collect consent over the phone or in person, for example during a phone-a-thon or at an event table, the rules are just as strict, but the proof is different. You need to provide a verbatim script, the exact word-for-word lines your staff, volunteers, or automated systems use. That script must include:
What the texts are for
How often they will arrive
A "message and data rates may apply" warning
Instructions for HELP and STOP
Where the supporter can find your privacy policy, or the key parts read aloud to them
Method 3: Physical or paper forms
If supporters sign up on a paper form, such as a pledge card, a membership form, or an event signup sheet, the same rules apply. Take a clear photo of the form, upload it to a hosting service, and share that link. Make sure the form itself contains all the mandatory disclosure language and a link to your privacy policy.
Method 4: SMS keyword opt-in (text-to-give and more)
If supporters opt in by texting a keyword to your number, the logic stays the same but the source changes. You need to show three things:
The source. Where did the supporter find your number? A QR code on a screen at your gala, an email appeal, a website? Show it.
The keyword. Share the exact keyword supporters use, such as GIVE, JOIN, or PLEDGE.
The auto-reply. Share the immediate confirmation message they receive. For example: "Welcome to Riverside Food Bank. Up to four messages per month. Message and data rates may apply. Reply HELP for help. STOP to cancel."
A note on internal messaging
If you only text your own staff or volunteers, you might assume the rules are more relaxed because you know everyone. They are not. Whether the recipient is a donor, a volunteer, or a staff member, the consent and disclosure rules are exactly the same.
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