Chances are good that you and your salespeople are often asked to donate printing to several organizations in your neck of the woods.

But as much as you might like to say yes to all of the requests, it’s just not possible.

So here’s an excellent way to handle these requests without getting caught in awkward situations—create a dedicated page on your website to handle them. You can direct visitors to a specific page where they can submit their requests, whether they need programs, brochures, posters or some other printed material, and you and your salespeople can then respond appropriately. Having a dedicated form also allows you to create an automated response e-mail that is sent after they submit the form. You can wish them luck at their event and assure them that you received their request and will respond in a timely manner.

On this dedicated page, you can personalize the content to let your visitors now how the selection process works. For example, your step-by-step procedure may be:

1. Fill out the form and submit your request.
2. A committee will review your request to see if we can meet your need.
3. You’ll be notified as to whether or not we’ll be able to fulfill your printing request.

This also gives you the opportunity to tell your visitors that you would like to help everyone who asks, but you’re only able to select two organizations per month (or whatever your policy is).

Another reason to have a dedicated page for charitable requests is to highlight events that you’ve already sponsored. Go ahead—let people see who you’ve helped. Add images including logos with a link to each organization (great SEO boost) and testimonials from the people that you’ve been able to support. If you don’t showcase your charitable efforts, it’s likely that nobody else will. Don’t be too shy to toot your own horn.

Becoming an integral part of your community and giving back when possible is an important part of doing business. Make sure that you let people know how supportive and involved you are—it’s an effective way to strengthen your brand and reputation. In addition to creating your dedicated page, also use the “In The News” section on your website to highlight the events that you’re sponsoring and supporting. This not only works in your favor, but it also helps to promote the events for the organizations that you’re partnering with.

See an example of a charitable donations form that I’ve put together on mmpdemo.minutemanpress.com. Just go to the About Minuteman Press tab on the MMP Community Events page. As always, if you have any questions, I’m here to help. Call me or join me in one of my upcoming training sessions.