What is a prize winner release?
Running a contest, sweepstakes or social media giveaway is fun until the prize has to be handed over. You need to know the winner actually met the rules, you want to announce them, and you need tax details if the prize is valuable. A prize winner release — often called an affidavit of eligibility and publicity release — covers all of that in one signed document.
This template describes the prize, its approximate value and conditions, and how it will be delivered, with an optional sign-by date after which the rules may let you pick another winner. The winner confirms they read and followed the official rules, are old enough and otherwise eligible, and are not an employee or family member of anyone running the promotion. Tax on the prize is their responsibility unless the rules or law say otherwise, and they agree to give tax details where required. For publicity you choose from name, town and photo; name and town; first name and initial; or no publicity beyond what the law requires, and for how long. The release of claims is limited to what the law allows and keeps negligence and consumer rights intact.
- Best for
- Sweepstakes, social media giveaways, raffles, competitions and in-store prize draws
- Signed by
- The winner and the promoter
- Publicity options
- Name, town and photo; name and town; first name and initial; none
- Length
- 2 pages
When to Use a prize winner release
- An Instagram or TikTok giveaway winner receiving a product bundle
- A travel prize where dates, availability and transfers need conditions
- A charity raffle awarding a high-value prize such as a car or holiday
- A trade show prize draw run by an exhibitor
- A photo, essay or design competition winner receiving cash and publicity
What You Fill In
14 blanks, then the name and email of each person who signs: winner, promoter.
1 The promotion
- Promoter (business or organisation)*
- Name of the contest or giveaway*
- Where the official rules are
2 The winner
- Winner's full name*
- Winner's address
3 The prize
- The prize*
- Currency*
- Approximate retail value
- Conditions of the prize
- How the prize is delivered*
- Signed release must be returned by
4 Publicity
- Publicity the Winner agrees to* my name, town or city, and a photo I provide or agree to · my name and town or city only · my first name and last initial only · no publicity beyond what the law requires
- Publicity may be used for* 6 months · 12 months · 24 months
- Governing law*
5 Who signs
- Winner signature and date · The winner — who must be an adult where they live.
- Promoter signature and date, job title · Someone signing for the business or organisation running the promotion.
What the prize winner release Covers
- The prize
- Eligibility
- Tax and costs
- Publicity
- Release
- Personal information and general
Using the prize winner release, step by step
1 Describe the prize precisely
Say exactly what is included, and add the approximate retail value if you have one — it is often needed for tax reporting. List conditions such as travel dates, availability or age limits, and how and when the prize is delivered.
2 Link the official rules
Add where the rules are published. The winner confirms they read and complied with them, and meet every eligibility condition, including age and residence.
3 Set a sign-by date
Optionally give a date by which the release must be signed. If your rules allow it, you may then award the prize to another entrant.
4 Choose the publicity the winner agrees to
Pick one of four levels and a period of 6, 12 or 24 months. Where no photo is agreed, the release says one won't be used without separate consent.
5 Send, sign and deliver
The winner signs from their phone. Once the signed release is back in Files, ship the prize.
Tips Before You Send It
- Write your official rules before the promotion starts — this release confirms them but cannot replace them.
- Promotion and sweepstakes laws differ a lot between countries and states, including registration and disclosure rules for high-value prizes. Check yours before launching.
- Keep a record of how the winner was chosen, alongside the signed release.
- For minors, most promoters require a parent or guardian to accept the prize on the child's behalf — use a parental consent as well.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Prize winner release: frequently asked questions
What is an affidavit of eligibility?
A sworn statement that a winner met the promotion's eligibility rules. This template contains the same confirmations in an ordinary signed release; some promoters require a notarised affidavit for very high-value prizes, which this template does not provide.
Who pays tax on the prize?
The template says tax is the winner's responsibility unless the rules or law say otherwise, and that the promoter may need to withhold tax or report the prize value. How prizes are taxed depends on the country and the prize, so check locally.
Can a winner refuse publicity?
Yes — choose "no publicity beyond what the law requires". Some places require a winner's name to be announced or available on request, and the release allows only that.
Is an electronic signature valid for a prize release?
Generally yes. Electronic signatures are valid for ordinary agreements in the US (ESIGN and UETA), the UK, the EU (eIDAS) and Canada. Documents that must be notarised or witnessed are the usual exception.