Donation intake & distribution checklist

Checklist (intake → storage → distribution)

Print this and use it during intake days and distribution events.

1. 1

   Define intake locations (dock/table, staging, storage).
2. 2

   Record basic intake details (source, date, category, condition).
3. 3

   Assign a destination location immediately (don’t leave items “floating”).
4. 4

   Separate damaged/expired items and document exceptions with notes.
5. 5

   Organize storage locations so volunteers can find items quickly.
6. 6

   Create a simple distribution plan (what goes where, by program/site).
7. 7

   Record transfers to programs/sites with clear destinations.
8. 8

   Use a pick list for distribution events and verify at handoff.
9. 9

   After distribution, run a lightweight reconciliation (what moved, what remains).
10. 10

    Export summaries for stakeholder reporting (intake and distribution).
11. 11

    Review recurring gaps (missing categories, confusing locations) and fix the process.
12. 12

    Repeat with the same location structure so reporting stays consistent over time.