Donation Request Response Form

Caterers continually receive requests from charitable organizations for donations of food and services to be offered in auctions or used in one of their social activities. Even when these requested donations require little food cost, they tend to add up on an annual basis. While a caterer may be as gracious as they wish in giving free food to others, it sometimes is better to give back to those groups that also support you during the year with revenue making events. I’ve created a form that brings some logic into the process, which you can send to the person or organization requesting the donation.

(Date)

To: (place the name of the person requesting the donation)

From: (your name)

Subject: Possible Donation

Thank you for your request of a donation from ABC Catering. We would like nothing more than to fulfill all the requests we get for donations of our wonderful food. The problem is that each year we receive hundreds of requests.

The simple truth is that we are unable to provide donations to everyone who calls us. It is our company policy to provide donations to those people, charities or organizations that have supported our company by purchasing catering from us over the last twelve months, either for their organization or from their members.

If you have ordered catering from our company over the last twelve months, or have members, staff or volunteers who have done so, please list their names and we will respond quickly to your request.

PERSONS ORDERING CATERING FROM ABC CATERING DURING THE LAST TWELVE MONTHS:

(Please list their names and phone numbers)

1.___________________________________________________________

2.___________________________________________________________

3.___________________________________________________________

PLEASE FAX BACK TO 555-5555 or email to (your email)

Thanks for calling ABC Catering.