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Strategie
At Bergner, the management of in-kind donations is a clear example of how collaboration between teams turns our social commitment into tangible results. Behind every donation lies the joint effort of the Sustainability, Finance, Trade Marketing and Operations departments, making it possible for each product to reach those who need it most.
We spoke to them to learn more about how this process is organised and what lies behind every generous act that multiplies its impact.
Through in-kind donations, among other initiatives, we support our commitment to sustainability and, especially, to local communities, partnering with associations that seek to generate a positive impact in the areas where we operate. We receive numerous proposals from different organisations and are particularly proud to collaborate with those working close to us and on socially relevant issues.
We prioritise organisations and projects aligned with Bergner’s commitments to inclusion and equality, such as those promoting the integration of people with disabilities or supporting groups at risk of social exclusion. In addition, we select organisations that demonstrate transparency, good governance practices and the capacity to deliver a positive and tangible impact within their communities.
The evaluation depends on the type of donation. Sometimes, it involves essential resources that associations need to remain active, such as materials for shelters or cooking schools; in these cases, the impact is reflected directly in all the people supported by the organisation.
In other cases, when our products are used at specific events, we receive testimonials from the beneficiary organisations. In general, associations provide us with information about how our resources are used and, whenever possible, about the results achieved through reports. This allows us to have a global view of each donation’s social and economic impact and helps us identify which initiatives generate the most tangible benefits in the communities where we operate.
We receive donation requests and all related information through Elena. At that point, we aim to understand the organisation’s specific needs and who the donation will benefit. Once we have that information (including any specific requests about which products are most needed), we review our stock and identify the items that best fit the organisation’s needs or main activities.
Since we have a wide product range and a large number of SKUs, we carry out an initial selection by categories and then evaluate the possibilities. In this review, we consider factors such as the product’s age, rotation, stock availability, existing reserves and associated costs.
With this, we prepare an assortment that seeks to balance the organisation’s needs with responsible management of our resources.
Receiving the donation request
We usually receive an email with a request referencing agreed donations between the company and the recipient foundation.
The request is validated internally (availability, urgency, type of donation).
Order planning and preparation
The warehouse team receives the preparation order.
Products are selected, grouped and checked for condition and expiration if applicable.
Items are properly packed according to type and transport conditions.
Transport coordination
Shipments are planned according to the recipient’s location, volume and urgency.
We contract transport services with external logistics providers.
The recipient organisation is informed of the shipment date and estimated delivery time.
Documentation
Necessary documents are generated: delivery note, invoice with zero commercial value, donation letter.
A signature or acceptance stamp is requested from the recipient.
Delivery and process closure
Physical delivery is completed, with photographic record or digital/paper signature.
It is verified that the recipient organisation has received the agreed items.
Challenge: Coordination between internal and external teams
Problem: Lack of clear communication between departments (sustainability, back office, warehouse, transport and recipient organisation).
Solution: Use collaborative tools (Teams, integrated ERP flows) and establish a single contact point per donation.
Challenge: Tight delivery times or unexpected urgencies
Problem: Recipient organisations often need materials at short notice.
Solution: Maintain an emergency stock and predefined logistics routes; sign rapid-response agreements with logistics partners.
Challenge: Limited transport availability or high costs
Problem: Demand peaks or difficult-access areas increase costs and delay delivery.
Solution: Plan consolidated shipments, share routes with other deliveries, or create solidarity logistics partnerships.
Challenge: Incomplete or incorrect documentation
Problem: Missing documents may prevent delivery or complicate formal receipt.
Solution: Implement a mandatory digital checklist before dispatch and standardised templates.
Challenge: Lack of traceability
Problem: The shipment’s status or receipt confirmation is not always visible.
Solution: Introduce real-time tracking systems, even through simple apps or WhatsApp Business API for instant confirmation.
In-kind donations are recorded by valuing the donated goods at their reasonable or market value, recognising them as an expense and removing them from the balance sheet. It is important to keep the supporting documentation that justifies the delivery (delivery notes, internal invoices or certificates from the recipient organisation). From a tax perspective, donations are deductible only if made to legally recognised organisations such as foundations or NGOs, and always accompanied by the corresponding donation certificate.
It would be useful to have a centralised and digitalised process, where all donations and their documentation are recorded within a single system. Having a clear internal policy also helps ensure that the entire team follows the same steps, maintaining control without adding extra administrative burden.
