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How to Handle Charity Donation Requests

Purpose: We get a lot of requests for charity donations. Here is how to systematically decide and respond to such requests.

Cadence: Every end of the month

Resources:



  1. Input the necessary information in the Charitable stays requests & fulfillment log

Template response: 

Hi there! Thank you for reaching out. We truly appreciate the work you’re doing and your interest in partnering with us. I’ll be forwarding your request to our team for consideration. While we can’t guarantee participation, please know that we carefully review all opportunities to support meaningful causes.

If there’s anything else you’d like to share or add, feel free to let me know. We’ll be in touch if there are any updates!


If need more information to fill up the Charitable Stays & Fulfillment Log: 

Thank you for reaching out. We truly appreciate the work you’re doing and your interest in partnering with us. I’ll be forwarding your request to our team for consideration. While we can’t guarantee participation, please know that we carefully review all opportunities to support meaningful causes.

To help us better understand your event, could you please provide the following details:

-The name of the event

-A link to your website or event page

-Contact info (Name, Email, Phone number)

-Requested donation

-The date and location of the event

-Type of auction


If there’s anything else you’d like to share or add, feel free to let me know. We’ll be in touch if there are any updates! 😊


  1. EVERY END OF THE MONTH - Submit requests in Charitable stays requests & fulfillment log to Irish for approval
  2. Once Irish approves a charity, add details to Charitable stays requests & fulfillment log in [2025] Donated Stay tab
    1. Select the check mark for charities added to [2025] Donated Stay tab
  3. Send certificates/donation via the charity’s email address 
    1. 2-night weekday stay donation, unless said otherwise
    2. Certificate Template
      1. How to process a donation certification

Donation Sending Template:

We’re thrilled to support your charity with a 2-night stay donation at Bolt Farm Treehouse! Attached is the voucher for the stay.

Wishing you all the best with your event—it’s an honor to contribute to such a meaningful cause.


Decline Template:

Hi there! Thank you so much for reaching out and considering Bolt Farm Treehouse for your initiative. We deeply admire the work you’re doing and the positive impact it’s creating.

While we’d love to support every request that comes our way, we’re currently unable to contribute to additional charity partnerships at this time.

We truly appreciate your understanding and wish you all the best with your efforts. Please don’t hesitate to reach out again in the future!



Voucher Claiming

  1. Check the validity of the voucher in the 2025 Donated stays tab in the Charitable stays requests & fulfillment log
  2. Change status to Claimed