GENERAL AFFAIRS

Terms & Conditions for Borrowing of Things (Sample)

Dear Mr. / Ms. XXX, 

Thank you for writing in. We will loan you .... (the itemised things) ... from .... (date) ... with the following Terms and Conditions:

1. Please keep the items in good condition when you return them to us. 

2. All parts must be kept intact when returned. 

3. There will be charges incurred if there are any missing parts or damage found to the items borrowed.

Thank you for your understanding and cooperation.

Best regards,

XXX

All about LOGISTICS

STEP 1: Find out more information about the collection.

(a) Things to collect

• What are the things? Is it a lot to pick-up?

• Obtain picture(s) of the things!

• Are the things packed properly e.g. in boxes or wrapped with cling wrap? Example: bed frame dismantled?

(b) The location of collection

• If it is a landed residential - single or double-storey?

• Lift facility - with or without lift, esp. for three-storey or a high-rise building.

• Where to collect? Loading Bay?

• The height of car park or place. Can our van or lorry enter?

• How about the security checkpoint, anything to take note? who to refer to when arrive? or any documents to bring along?

(c) The mode of transportation to be used

• Is one van good enough? or two?

• Do we need a lorry?

• What is the cost incurred?

(d) Manpower needed

• Help provided? or we are to bring along our helpers / workers?

STEP 2: Make arrangement

• Mode of Transport: Van (which van?) or Lorry

• Date & Day:

• Pick-up Time:

• What to Pick-up:

• Pick-up Location (Address):

• Contact Person & Number:

• Helper(s):

• Drop-off Time:

• Drop-off Location (Address):

• Contact Person & Number:

• Special Instruction or Remarks:

STEP 3: Make sure for items to be recorded are recorded accordingly.

Handling of Donated Items

A. BEFORE RECEIPT OF DONATED ITEMS

1. The donor or our employee informs the Operations Department* AND the Services Manager about the donation.

2. The Operation Department arranges for collection, if needed.

3. [Case to case] The Operation Department issues a Thank You card to the donating individual / organisation.

4. The Services Manager and the related Head(s) of Services / Person(s) In-charge take over from there.

*For valuable items + items to collect on our own.

*For walk-ins (without any appointments) - whoever that attends to the donor, has to make it known to the Services Manager AND the respective 

ATTENTION: There are certain items the Operation Department is to record and label them; there are also items that the donors will want transfer note to be issued. 

B. UPON THE RECEIPT OF DONATED ITEMS

1. The related Head(s) of Services take detailed instruction from the Services Manager.

2. From there, sort out the donated items according to the instruction given and make sure all the items go to the right places.

C. SOME BASIC GUIDELINES

1. Always think, is it useful to our Foundation or for our Services? How about NewKidz / Squad 7?

2. Who are the individuals or families will need the donated items?

3. What are the things that we can keep for our Gift Shop?

4. For things too old, torn, scribbled, broken or spoilt, we will either

• clean

• repackage

• repair

• dispose them

• sell them to the Recycle Center

D. SOME OF THE COMMON DONATED ITEMS & THEIR PICS

1. FIXTURES & ELECTRICAL GOODS - Paul & Persis

Include tables, chairs, cupboards, racks, shelves, electrical goods e.g. computers, iPads and etc.

2. CLOTHINGS - Yue Shan & Priscilla

Include clothes, school uniforms, shoes, sandals, slippers and etc.

3. BOOKS - Lee Na

Include reading materials e.g. story books, workbooks, reference and tool books and etc.

*Thank you, but NO magazines and textbooks.

4. TOYS - Yin Hui & Prema

Include plastic and plush toys, card and box games, sports supplies and etc.

5. GIFTS - Yin Hui & Zhi Xin

Include home décor, household products, storage boxes, accessories, bags, stationeries and etc.