AERDO Interagency GIK Standards,
January 1999

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Appendix B- Sample Letters

Letter of Transfer

[DATE]
[RECIPIENT]
[ATTENTION: ]
[ADDRESS]
[CITY/STATE/ZIP CODE]

[RE: "DONATION"]
[CONTAINER #: ...]
[IDENTIFICATION #]

Dear [NAME],

Warm Greetings to you.

We at [YOUR ORGANIZATION NAME] are very pleased to send you this shipment. This letter contains very important information. I would appreciate your response to items #1,2, and 3 below.

[YOUR ORGANIZATION NAME] is a non-profit, tax exempt 501(c)(3) corporation. We are donating these supplies to you in compliance with the provisions of the special IRS code 170(e)(3). [YOUR ORGANIZATION NAME] maintains adequate books and records made available to the Internal Revenue Service upon request.

Your shipment includes [INSERT PRODUCT]. These items must only be used for the ill, needy, or infants (minors) for their care, or be retained for their care. These items must not be sold, bartered, or traded for services. We trust that the goods in this shipment will be useful to you in helping the people of [INSERT COUNTRY] with whom you serve.

To help us serve you better and to relay valuable information to our donors, we want and need feedback.

Please complete the enclosed Donation "Feedback" Form and mail it to [YOUR ORGANIZATION NAME] in the enclosed self-addressed envelope, or fax it to us at [PHONE NUMBER].

Please provide a letter of acknowledgment on your letterhead which confirms your receipt of this shipment.

For IRS purposes, this letter of acknowledgment should state a) the description and quantity of the shipment, b) fair value of the products [if known], c) date of receipt from [YOUR ORGANIZATION NAME], and d) destination and recipients of goods. For your convenience in preparing and returning a letter of acknowledgment to [YOUR ORGANIZATION NAME], a sample letter is enclosed for your use.

[RECIPIENT OF DONATION]
[DATE]

If possible, please send us a few photographs. We would appreciate pictures of the goods being distributed and/or being used. As a minimum, we need your brief written feedback.

A duplicate of this letter with enclosures will be affixed in a highly visible place inside the container. We are forwarding the original letter for you to review in advance, so that you will be better prepared to receive our shipment.

Once again, thank you for the opportunity to work with you and those you are serving. We eagerly await your photographs and information requested in the attached form.

Sincerely,

[NAME]
[TITLE]

Enclosures:
1. Donation "Feedback" Form
2. Self-addressed envelope to [YOUR ORGANIZATION NAME]
"Sample" Letter of Acknowledgment

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