Your guide to silent auction bid sheets (free templates!)

Silent auctions are a win-win for everyone. Your supporters walk away with incredible prizes, and your nonprofit organization gains valuable funds in return. But how do you track your bids? And how do you figure out the winner of each item? For that, you’ll need silent auction bid sheets. 

In this guide, we’ll explain exactly what silent auction bid sheets are, how they’re used, and what information they should include. We’ll also share our free silent auction bid sheet templates—plus some tips on how to use them to increase the success of your next auction.

What is a silent auction bid sheet?

At a silent auction, bid sheets record every bid made against an individual item. In a traditional in-person auction, each item is assigned a paper bid sheet. The sheet contains key information about the item and the starting bid, followed by spaces for people to write in subsequent bids. 

The main goal of your bid sheets is to organize and streamline the information captured for every bid. They give bidders the opportunity to write down their bids at any time without feeling pressured. 

How nonprofits and bidders use bid sheets

To create an effective bid sheet, you need to understand how they’re used. Here’s a walkthrough of the auction process for both the organizer and the bidders.

Nonprofit organizations

Bid sheets are essential for collecting auction information, but there’s more to it than just leaving a sheet of paper next to your auction item. Here are the steps to use bid sheets effectively:

1. Prepare your auction: Place items out with their corresponding bid sheets.
2. Hand out bidding numbers: Collect contact details and assign bidding numbers to save participants from writing their full details on every bid sheet.
3. Open the auction: Let everyone know they’re welcome to place bids.
4. Encourage people to bid: Use your supporter knowledge to highlight certain items to specific individuals, and use the announcement system to encourage bids.
5. Support your guests: Be available to answer any questions about bidding or the event itself.
6. Monitor bids: Check for any bids that are incomplete or need to be removed for any reason.
7. Collect the bid sheets: After the auction closes, gather the sheets so that no further bids can be placed.
8. Check for winners: Make a list of who has won each auction item.
9. Announce the winners: Let participants know who won each item and the total amount the event raised.
10. Connect with the winners: Make arrangements to transfer or ship the items.
11. Give receipts: Provide your winning bidders with donation receipts.
12. Send a thank you note: Express gratitude to the highest bidders for their generous donations.

Bidders

The process for bidders is simple if your silent auction is set up effectively. Here’s what your bidders will need to do to participate: 

1. Collect a bidding number: Bidders provide their contact information in exchange for a number that they can write on the bid sheets.
2. Browse auction items: Explore the offerings and decide which are worth their winning bid.
3. Place a bid: Write down their bidder number (or contact information) on the correct silent auction bid sheet.
4. Check the bid sheets regularly: Ensure they’re the top bidder on the items they want most.
5. Place a higher bid: If they’ve been outbid, they can place a higher bid.
6. Listen out for results: Find out if they’ve successfully won their desired item at the end of the auction.

What to include on your bid sheets

Silent auction bid sheets don’t have to be complicated. In fact, they work best if the design is simple and uncluttered. However, there are some essentials to include on your silent auction bid sheet for the best experience:

• Enticing auction item title
• Detailed item description, including the name of the donor/sponsor (if not anonymous)
• Item number
• Item’s retail price or fair market value (FMV)
• Minimum starting bid amount
• Required bid amount increment/minimum raise
• Item’s buy-it-now price (if applicable)

💪 Pro tip: Bidding for each item should start around 40% of the FMV, with minimum bid increments set at 10%. This means that bidding on an item with a $100 FMV would start at $40, with minimum bid increments of $10. In this example, the first bidder would need to bid at least $50 to be qualified. If your organization includes buy-it-now prices for any items, they should be set around 200% of the FMV.

What about digital or mobile bidding sheets?

Many silent auctions continue to use traditional bid sheets with lines for your bidders to add their details, but there’s another option—mobile bidding.

With mobile bidding, you still use a bid sheet but instead of lines, you include a scannable QR code that directs guests to the item on your online silent auction page. From there, they can view and bid on the item at any time during the event from the convenience of their mobile device.

Using an auction platform and QR codes for mobile bidding simplifies the process during your live auction, allowing donors to effortlessly place bids while automatically tracking auction winners—saving you valuable time and effort!

Get your free sample silent auction bid sheet template

You don’t have to spend hours creating your own bid sheets for silent auctions. We’ve done it for you, with two silent auction bid sheet samples to use at your next auction.

These free silent auction form templates have everything you need for success, whether you’re using manual or mobile bidding. There are fields for all the must-have lines on your bid sheets, plus space for your logo! 

Freebie alert!

Download silent auction bid sheet templates for manual and mobile bidding ->

How to make your silent auction more engaging with mobile bidding and hybrid silent auctions

Silent auctions can be highly profitable for nonprofit organizations, but encouraging guests to bid can be challenging. One effective solution is to offer the engaging and user-friendly option of mobile bidding. 

With mobile bidding, your guests can enjoy the same fun experience of browsing items and placing bids—without having to get up and check the physical sheet to see if they’ve been outbid. No more worrying or leaving mid-conversation to check their bid is still top. Instead, your guests are free to relax and enjoy the rest of the fundraising event. 

Adding mobile bidding to your in-person or hybrid event is simple. Here’s how to get started. 

1. Set up your auction

Start by creating a new auction page. This is where your bidders will find every available item, along with photos, starting prices, and bid information.

With Givebutter, it’s easy to create and manage your auction right from your dashboard. Add every item, customize the listings with details and images, and create a fun experience for your bidders. 

2. Customize your printable silent auction bid sheets

If you’re using paper bid sheets, prepare them with all the information you need—like item names, descriptions, retail value, and starting bid.

You can use our free templates to complete this step quickly, giving you more time to customize your bid sheets with your logo, fonts, and brand colors.

3. Generate QR codes for your silent auction items

Givebutter makes it easier than ever to generate free QR code bid sheets for all your auction items. With Givebutter, you can export mobile bid sheets that include QR codes and details for each of your silent auction items. Or, you can choose to export only the QR codes and add those to your bid sheets using the mobile bidding template above.

The more you can incorporate digital bid sheets and mobile bidding options, the more bids you will receive. And more bids means higher bids. 🤑  

4. Print your bid sheets

Check that all the information is correct, then print your silent auction sheets. It might be useful to print an extra copy as a backup. Then, take a moment to test the QR codes and see what your bidders will experience.

5. Prepare your auction displays

On the day of the auction event, get your displays ready and looking enticing. Show off the item in the best way possible and add its bid sheet. It can be helpful to present information about the bidding process—especially if this is the first time you’re using mobile bidding.

6. Encourage everyone to bid

With mobile bidding, it’s simple for your supporters to browse and bid at any time. This convenience means more bids, but it can also be easier to get distracted and forget to place a much-wanted bid. 

Remind your guests throughout the event that bidding is open, call out before final bids are due, and encourage your supporters to seize the chance to win a unique item.

Learn more

Discover even more tips in the nonprofit's complete guide to silent auctions →

Power your silent auctions with Givebutter

We believe all changemakers should have access to world-class auction software. That’s why our auction software is not only top-quality but also free.

With Givebutter, running a silent auction feels buttery smooth. Create and manage your auction page, add customizable listings, and increase engagement with features like mobile bidding and QR codes. Your supporters will also appreciate donor-friendly bidding pages, real-time updates, and an automated checkout process.

Create your free Givebutter account and start planning your best silent auction in just a few minutes.

Silent auction bid sheets FAQs

How do I make a silent auction bid sheet?

You can make a silent auction bid sheet in your document creation software of choice, like Google Docs or Microsoft Word. Create a new sheet for every auction item and fill in the details. Start from scratch or use Givebutter’s free silent auction bid sheet templates to simplify the process.

What’s the best starting bid for a silent auction? 

We recommend starting your silent auction bids at 40% of the retail value of the item. From there, allow bids in increments of 10%. This will make it easier for your bidders to calculate the correct bid amount.

How can I make my silent auction better?

There are many ways to enhance your silent auction and create a more engaging experience. Make announcements throughout the event to spotlight certain items or generate interest in those that have yet to receive bids. Offer a buy-it-now option for a value above the suggested retail price. Utilize mobile bidding to make the experience more engaging and fun.

How many silent auction items should I have?

It’s recommended that you have roughly one auction item for every 5-7 people in attendance. That means if you’re expecting 250 guests, you should offer between 35 and 50 items. Have a mix of auction items available for guests to bid on, ranging in item value, size, and type.