How To Organize Community Donation Drives for Your Thrift Store

Community donation drives meet everyday needs — food, clothing, books, and hygiene products — for people who might not have another way to get them. These essentials offer relief, restore dignity, and help families regain a sense of stability after a difficult stretch.

Behind the scenes, though, every donation drive takes planning. Organizing dropoffs, managing volunteers, promoting the campaign — it’s a lot to coordinate. But it matters. More than half of people who engage with nonprofits online take action, and 52% choose to give physical goods.

So, how do you make the most of that momentum — and reach the individuals and families counting on you? These seven tips will help you host a donation drive that supports your team, connects with your community, and delivers what matters most.

1. Start With a Clear Purpose

Before you post a flyer or ask for donations, clarify what you’re collecting, who it’s for, and how those items will be distributed. General calls for “clothes” or “supplies” often lead to overflow bins full of things no one can use, and more sorting work for your team.

To decide on your community donation drive mission: 

• Look at the calendar and weather patterns to decide what’s most needed now, like winter coats or summer fans.

• Check in with local partners after emergencies to see if they need supplies like bottled water, canned food, or toiletries for affected victims.

• Pull a quick inventory report to identify everyday basics that need restocking — like socks, underwear, or hygiene bundles that move quickly.

Having a well-defined purpose keeps your team focused, supports targeted outreach, and leads to donations that match the need.

2. Partner With Local Organizations

Community donation drives work best when they’re rooted in local relationships. Collaborate with groups that already serve the community you’re trying to reach. These allies can help you identify urgent needs, connect with the right donors, and expand your reach.

To make the most of your partnerships:

• Talk to shelters, schools, churches, or clinics to find out what drives they’re already running and what’s still needed.

• Get a specific list with quantities, sizes, and item types — like toddler shoes in certain sizes or full-size shampoo bottles for family shelters.

• Share flyers, write a short blurb for their newsletter, or offer a post they can share on social media to help spread the word.

Partnering with the right local groups builds lasting relationships you can coordinate with for future drives and donation events.

3. Make Donating Easy and Convenient

Donors want to help, but they also need the process to be quick and hassle-free. People are already taking the time and effort to give, so don’t make things complicated. 

Map out every touchpoint to make donating feel simple and accessible: 

• Place bins or tables at your store entrance and add temporary off-site options during big drives.
• Accept donations outside of typical business hours to serve working families and students.
• Offer pickup service through your team or volunteers to make giving furniture, baby supplies, or appliances easier.
• Station friendly volunteers at busy locations to greet donors, assist with unloading, and answer questions.

Use your point of sale (POS) software to organize community donation drive logistics — including multisite dropoffs, scheduled pickups, time slots, and volunteer coordination.

4. Promote the Drive With Engaging Messaging

The most successful donation drives are backed by a promotional strategy that feels timely, specific, and easy to act on. If you want to bring in as many donations as possible, you have to get the word out and be clear in your messaging. 

Advertise your event with promotional materials: 

• Design flyers that include your drive’s name, a short list of accepted items, and clear dropoff instructions with dates and locations.
• Hang signs at eye level near your entrance, donation area, and checkout — areas where people naturally pause and have a moment to read.
• Share digital versions across email, social media, and neighborhood forums, and ask local partners or schools to repost them.

Run targeted email campaigns through your POS system to encourage engagement. 50% of people say they take action from marketing emails once per month.  

5. Train Staff and Volunteers To Improve the Donor Experience 

Your team is the face of the donation drive — a helpful, informed volunteer can make someone feel great about giving. Donors are more likely to return when staff can answer questions, offer help on the spot, and keep the process moving.

To train your staff and volunteers for success:

• Make sure everyone understands what’s being accepted and what isn’t, especially during themed drives.
• Share a quick script, sorting checklist, or short briefing at the start of each shift.
• Prepare team members for how to safely unload items, direct traffic, or sort donations by type.

Focused training helps reduce sorting mistakes, speed up dropoffs, and make sure staff represent your store’s mission accurately.

6. Offer Tax Receipts at Dropoff

Even for community donation drives, receipts are often required. The IRS expects donors to have a receipt for any single contribution valued at $250 or more. That means it’s up to you to provide documentation that includes the donor’s name, the date, and a general description of the items received.

Keep the process simple and consistent:

• Record donor name, dropoff date, and a short description of donated items at the time of collection.
• Offer a receipt right away — either printed or emailed — so donors walk away with immediate confirmation.
• Keep digital records organized in case someone needs a duplicate later for taxes or documentation.

Use your POS system to track donors and generate receipts automatically at dropoff.

7. Follow Up, Say Thanks, and Share the Results

Once the drive ends, there’s still work to do. Thoughtful follow-ups show donors their contributions had an impact — and set the stage for even stronger support next time.

Here’s how to wrap up on a positive note with donors: 

• Send a short thank-you message by email or postcard that feels timely and personal — 41% of donors are more likely to give again when they hear back directly.
• Mention a specific outcome from the drive, like “12 families received winter clothing” or “every student got a backpack.”
• Share photos, quotes, or social media stats with a caption highlighting the community’s impact — like “213 coats collected thanks to you.”

Gratitude at dropoff goes a long way, but a quick follow-up shows the real impact of the drive and gives them a reason to get involved next time.

Make Community Donation Drives a Meaningful Part of Your Store’s Mission

Community donation drives can be incredibly rewarding, but they’re also a lot to manage. Between tracking dropoffs, printing tax receipts, coordinating pickups, and keeping inventory sorted, it’s easy to get overwhelmed.

ThriftCart is tailored specifically for thrift stores. With features that handle the unique challenges of your operation, like donation tracking, tax receipts, and multilocation inventory, it’s built for what you do.

Request a demo to see how ThriftCart can support your next community donation drive — and every part of your store operations.