Food donations made by distributors can equate to large quantities being received.
Food donations are a requirement for many types of organizations and associations to keep operations running. From shelters to food banks, the food gathered and received can be filtered out to those that are in the greatest of need. Keeping a stockpile of available foods ready for when they are needed takes a constant commitment to soliciting food donations. Beyond donations made by individuals, getting bulk donations from distributors is one way to keep inventory levels high. Approaching distributors in the right manner can help ensure success when asking for goods.
Instructions
1. Determine the exact food items needed. Talk to the operations staff of the organization to determine food items needed the most. Keep the shelf-life of products in mind when creating and compiling a list of items. Write down all items and organize the list alphabetically for easy reference. Include shelf stable items including dry and canned beans, dry pasta, canned fruits and vegetables, peanut butter, flour, sugar, baking supplies, canned meats, jarred sauces and soups and crackers.
2. Establish dates for starting the donation campaign and for the receipt of all food donations. Coordinate potential dates and times with the staff at the organization to ensure that help will be available on the date and time selected. Walk through the receiving area so that you can better understand how and where shipments will be received. Take notes regarding the location and figure out whether there is an unloading dock, large enough parking lot for a tractor trailer and size of the staging and storage areas. Keep this information handy in case the distributor asks you about the logistics of the actual delivery.
3. Gather information and material in reference to the organization, association or cause for which the food is being collected. Gather copies of brochures, handouts, copies of newspaper and magazine articles, business cards of key staff members and information on the web site of the association. Organize information into packets of information that can easily be sent along to potential donors.
4. Compile a list of food distributors located both locally and regionally to your base of operations. Use national and regional organizations to create your list. Organizations such as the International Foodservice Distributors Association and the NorthEast Wholesale Food Distributors Association maintain lists of member companies. Use the company names as a starting point and go directly to the web site or phone each distributor to determine the exact name and title of the person responsible for charitable contributions.
5. Write a letter to each food distributor asking for donation. Use proper and personalized salutations on each letter. Write the letter in a professional tone and do not use slang or offensive wording. State in the letter that you are asking for food donations. Name the charity or organization that you requesting the items for. Give a brief overview of the organization and state in the letter that supplemental and detailed information on the charity is being included with the letter. Close the letter by asking the person to contact you directly and state that you will be following up with them regarding this matter.
6. Send the letter along with the packet of information, the list of food items being requested and contact information for you to each name and distributor on your potential donor list. Keep the list organized and note beside each contact when the first letter was sent. Mark you calendar to follow up with each person in two to three weeks after sending the initial request. Offer to meet in person to discuss the donation and provide all additional information to the distributor as requested by them.
7. Follow up with the distributor by both written letter and phone. Explain the types of foods being requested, the dates available for delivery of the items and the exact location and time the food should be delivered to. Work around the availability of the distributor if they request alternate dates or times. Send the distributor detailed directions regarding where donations are to be delivered.
8. Send thank you letters to all distributors that made donations. Send letters to those that did not donate and thank them for their time and mention that you will be asking them again for donations in the future. Make notes on your list of contacts regarding all responses and feedback received for use in future communications.
Tags: food items, being requested, dates times, Distributors Association, donations made