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Shipping Policy
Our Guidelines for Delivering Aid and Resources
Karnavati Charitable Trust
Non-Profit Organization | kc.trust@outlook.com
Understanding Our Shipping Policy
KARNAVATI CHARITABLE TRUST is a non-profit charitable organization, not a commercial entity engaged in product sales or e-commerce. Therefore, our "Shipping Policy" differs significantly from traditional retail businesses. This policy explains how we deliver aid, distribute resources, provide materials to beneficiaries, handle in-kind donations, and manage logistics for our charitable programs. Our primary focus is delivering educational materials, healthcare supplies, nutritional support, skill development kits, and program resources to underprivileged communities in rural Karnataka, India. We do not sell products or goods; rather, we distribute donated items and program materials to support our mission of empowering marginalized communities through education, healthcare, and sustainable development. This policy covers distribution of program materials to beneficiaries, delivery of donated goods to our facilities or beneficiaries, sending tax receipts and documentation to donors, and logistics for educational kits, healthcare supplies, and other resources used in our programs.
Distribution to Beneficiaries
Our primary "shipping" activity involves distributing resources to program beneficiaries: Educational Materials - textbooks, workbooks, stationery, and learning aids distributed to students in our education programs; school supplies delivered to partner schools and educational institutions; digital learning devices provided to selected beneficiaries for skill development; distribution conducted during program enrollment, orientation sessions, or scheduled distribution events. Healthcare Supplies - basic first aid kits, hygiene products, and health awareness materials distributed during healthcare camps; nutritional supplements provided to children and families in nutrition support programs; medical awareness brochures and educational materials shared during health workshops; distribution coordinated with healthcare professionals and partner organizations. Skill Development Kits - vocational training materials and tools provided to participants in skill development programs; agricultural equipment and inputs for farmers in livelihood programs; tailoring kits, tool sets, or materials specific to trade training programs; distributed upon program enrollment with proper documentation and acknowledgment. Food and Nutrition - emergency food packets distributed during disaster relief or crisis support; nutritional supplements for children in malnutrition programs; meal provisions during training programs and community events; distribution follows strict protocols ensuring hygiene, safety, and proper handling. Community Resources - books and educational materials for community libraries; sports equipment for youth development programs; sanitation and hygiene supplies for community health initiatives; delivered through community centers, partner organizations, or local coordinators. Distribution Methods - direct handover during program sessions or events, delivery through partner NGOs, schools, or community organizations, postal delivery for lightweight items like certificates or documents (rare), in-person collection from our office for local beneficiaries. We prioritize efficient, dignified, and safe distribution methods that respect beneficiary privacy and cultural sensitivities.
Geographic Coverage
Our distribution and delivery services operate within defined geographic areas: Primary Service Area - Ranebennur and surrounding taluks in Haveri district, Karnataka; rural villages and communities within 50-100 km radius of our base office; partner locations where we conduct regular programs and activities; areas accessible by road and where we have established community connections. Secondary Service Areas - other districts in Karnataka where we have active programs or partnerships; locations where collaborating NGOs or government agencies can facilitate distribution; areas identified for specific projects or emergency response initiatives; expansion based on funding availability, partnership opportunities, and demonstrated need. Geographic Limitations - we do not currently operate outside Karnataka state except through formal partnerships; remote or inaccessible areas may experience delayed distribution due to logistical challenges; distribution to new geographic areas requires feasibility assessment and resource planning; conflict zones, disaster-affected areas with access restrictions may have limited immediate reach. Urban vs. Rural - our primary focus is rural and semi-urban underprivileged communities; urban areas may be served through partner organizations or referral networks; resource allocation prioritizes areas with greatest need and limited existing services. Reach Expansion - we continuously evaluate opportunities to expand geographic reach based on impact assessment, resource availability, partnership development, community requests, and strategic alignment with mission. Beneficiaries outside current service areas may be referred to appropriate local organizations or considered for future program expansion.
Delivery Timeline
Distribution and delivery timelines vary: Program Material Distribution - educational materials distributed at program commencement or within 2-4 weeks of enrollment; skill development kits provided during training program orientation; healthcare supplies distributed during scheduled health camps or awareness sessions; timeline communicated to beneficiaries during registration and confirmed before distribution. In-Kind Donation Delivery - items delivered to our facilities typically within 7-15 days of donation acceptance; distribution to end beneficiaries within 30-60 days depending on quantity, assessment needs, and program schedules; urgent items (disaster relief, emergency medical supplies) prioritized for immediate distribution; donors notified of delivery timeline and distribution plans for their contributions. Document Delivery - tax deduction certificates sent within 15-30 days of donation via email or post; program completion certificates issued within 30-45 days after program conclusion; attendance certificates provided at end of workshops or events; emergency duplicate documents issued within 5-7 business days upon request. Seasonal Considerations - monsoon season (June-September) may cause delays in rural area deliveries due to road conditions; festival seasons may affect distribution schedules due to community calendars and holidays; agricultural seasons influence timing for farm-related program material distribution; school calendars coordinate with educational material distribution to align with academic year. Event-Based Distribution - materials for specific events (health camps, skill workshops) delivered 1-2 days prior to event; community distribution drives conducted on announced dates at accessible locations; beneficiaries notified through community coordinators, SMS, phone calls, or local announcements. Factors Affecting Timeline - weather and road conditions in rural areas, availability and condition of donated goods requiring quality checks, coordination with multiple beneficiaries or distribution locations, availability of transportation and volunteer support, government or partner organization schedules and approvals. We strive to meet distribution timelines but cannot guarantee exact dates due to variables beyond our control. Beneficiaries are kept informed of any significant delays.
Delivery Methods and Logistics
We employ various methods to deliver resources: Direct Handover - most common method during program sessions, training events, or orientation meetings; beneficiaries receive items personally with acknowledgment signature or thumbprint; ensures proper recipient verification and immediate issue resolution; builds relationship and allows for explanation of proper item usage. Community Distribution Centers - resources delivered to accessible community centers, schools, or panchayat offices; beneficiaries notified to collect items within specified dates; community leaders or coordinators assist in organized distribution; suitable for large-scale distributions to multiple beneficiaries in one area. Partner Organizations - collaborating NGOs, schools, or healthcare facilities receive materials for onward distribution; partners responsible for proper beneficiary identification and distribution documentation; regular monitoring and reporting ensures accountability; effective for reaching beneficiaries in areas where we have limited direct presence. Postal/Courier Services - used primarily for documents (tax receipts, certificates) to individual donors or beneficiaries; not typically used for bulk program materials due to cost and reliability concerns; India Post or reputable courier services utilized for important documents; tracking provided when available for valuable or time-sensitive items. Transportation Arrangements - foundation-operated vehicles for local area distributions; hired vehicles for bulk transportation of goods to distribution points; volunteer vehicles for small-scale, local deliveries when appropriate; public transportation coordinated for volunteers accompanying materials to remote areas. Safety and Security - all transported materials properly packaged and secured; inventory documentation maintained throughout transportation and distribution; insurance coverage for high-value items during transit when applicable; volunteers and staff trained in safe handling of materials, especially healthcare or food items; perishable items transported with appropriate temperature and hygiene controls. Cost Considerations - delivery costs covered by foundation operational budget or specific program funds; no shipping charges to beneficiaries as services are free for our target communities; cost-effective methods prioritized to maximize resources available for direct program impact; in-kind logistics support (donated vehicles, volunteer drivers) utilized when possible.
Tracking and Documentation
We maintain comprehensive documentation: Inventory Management - all received donations and purchased program materials logged in inventory system; items categorized by type, quantity, condition, source, and intended program use; stock tracking ensures efficient allocation and prevents wastage or misplacement; regular inventory audits conducted to verify accuracy and identify needs. Distribution Records - beneficiary acknowledgment forms with signatures or thumbprints for received items; distribution date, location, items provided, quantities documented; photographs of distribution events for reporting and accountability; digital database maintained linking beneficiaries to received resources. Donor Reporting - in-kind donors receive reports on how donated items were distributed and utilized; photos and testimonials from beneficiaries shared with donors (with privacy consent); impact stories demonstrating how donated items supported program objectives; annual reports include aggregate data on total resources distributed. Tracking Systems - unique identification numbers for high-value items or equipment; bar coding or tagging systems for larger inventory management; beneficiary ID linkage to track cumulative support provided over time; partner organization reporting mechanisms for items distributed through collaborators. Certificates and Receipts - beneficiaries receive acknowledgment certificates for program materials received; donors receive tax receipt for in-kind donations with estimated fair market value; distribution completion certificates issued to partner organizations; all documents archived for audit trail and compliance purposes. Transparency and Accountability - distribution data included in annual reports and shared with stakeholders; audit-ready documentation maintained per regulatory requirements for Section 8 companies; regular internal reviews ensure distribution reaches intended beneficiaries; feedback mechanisms allow beneficiaries and donors to verify distribution information. Data Protection - beneficiary personal information protected per our Privacy Policy; photographs and identifying information used only with explicit consent; secure storage of physical and digital records with restricted access; compliance with data protection laws and ethical standards for vulnerable populations.
No Delivery Charges
As a non-profit charitable organization: No Charges to Beneficiaries - all program materials, resources, and supplies provided completely free of charge to beneficiaries; no delivery fees, handling charges, or shipping costs imposed on recipients; our mission is to support underprivileged communities without financial barriers; transportation to distribution points organized by foundation without cost to beneficiaries. Operational Funding - delivery and distribution costs covered through: foundation operational budget funded by general donations, specific grants earmarked for program logistics, cost allocations within project budgets, in-kind support from logistics partners or volunteers, and government grants that allow operational cost coverage. Cost Management - we operate efficiently to minimize logistics costs and maximize resources for direct beneficiary impact; bulk transportation, combined distributions, and volunteer support reduce expenses; partner organizations may share logistics costs for collaborative programs; route optimization and scheduling ensure cost-effective delivery planning. Donor Considerations - donors contributing in-kind items generally responsible for delivery to our office/facility or designated collection point; for large in-kind donations, we may arrange pickup at donor expense or shared cost; transportation costs for donated items can be claimed as part of donation for tax purposes where applicable; donors may specifically contribute toward logistics costs if they wish to support distribution infrastructure. Transparency - logistics and distribution costs transparently reported in financial statements; donors can see how funds allocated to operations enable effective program delivery; efficiency metrics (cost per beneficiary reached) tracked and optimized; fundraising materials clearly distinguish between program costs and administrative/logistics costs.
Damaged or Incorrect Items
Our process for handling damaged materials or distribution errors: Quality Checks - all donations and purchased items inspected upon receipt for quality, safety, and usability; damaged, expired (medicines, food), or unsuitable items not accepted or distributed; program materials reviewed to ensure appropriateness for target beneficiary age/skill level; repacking or refurbishing conducted when possible to make items distribution-ready. Reporting Damaged Items - beneficiaries receiving damaged items should report immediately to program coordinator or our office; contact: karnavaticharitabletrust.org@gmail.com or call +91 6356443543 within 7 days of receipt; provide details: item description, nature of damage, distribution date/location, beneficiary name/ID; photos helpful for assessment if possible. Replacement Process - verified damaged items replaced at no cost to beneficiary when replacement inventory available; replacement arranged through next distribution cycle or special delivery if urgent; if item no longer available, equivalent alternative offered based on availability; replacement timeline typically 15-30 days depending on item type and availability. Incorrect Item Distribution - if beneficiary receives wrong items (intended for different program or beneficiary), contact us immediately; we will arrange correct item delivery and retrieve incorrect items if appropriate; errors due to our administrative mistakes corrected promptly at no cost to beneficiary; beneficiaries should not feel embarrassed or hesitant to report errors—we appreciate feedback. Limitations - we cannot replace items damaged after distribution due to beneficiary handling or usage; natural wear and tear from proper use not covered by replacement policy; items distributed as-is (used donations in good condition) have limited replacement guarantees; intentional damage, misuse, or selling of program materials violates program terms and may affect future eligibility.
Returns and Exchanges
Policy regarding returns or exchanges: General Non-Return Policy - program materials distributed to beneficiaries generally cannot be returned once received; resources are allocated based on assessed need and intended for beneficiary use and retention; return of used or opened items not accepted for hygiene, safety, and practicality reasons; beneficiaries selecting or accepting items considered final unless exceptional circumstances. Exceptions for Returns - damaged or defective items as described in previous section; items significantly different from what was described during distribution; duplicate distributions where beneficiary mistakenly received same item twice; beneficiary circumstances changed drastically preventing item use (e.g., relocation, health issues); return requests must be made within 7-14 days of receipt with valid reason. Exchange Possibilities - if beneficiary received item unsuitable for their specific needs (wrong size clothing, inappropriate educational level materials), exchange may be possible subject to availability; exchanges facilitated during ongoing program sessions or next scheduled distributions; one-for-one exchanges only; cannot exchange for different item types or multiple items; beneficiary must return original item in unused, good condition for exchange to be processed. Procedure - contact program coordinator or email geswfoundation@gmail.com with request details; explain reason for return/exchange, item details, and distribution date; coordinate with staff to arrange return drop-off or exchange scheduling; receive acknowledgment and confirmation of approved return/exchange. Restrictions - food items, medicines, hygiene products cannot be returned once distributed; personalized or customized items cannot be returned or exchanged; items distributed more than 30 days prior generally not eligible for return/exchange; educational materials after exam/assessment periods or program completion cannot be returned.
Lost or Undelivered Items
Handling situations where distributed items don't reach intended beneficiaries: Delivery Confirmation - beneficiary signature or thumbprint obtained for all direct distributions; partner organization acknowledgment for items distributed through collaborators; photographic documentation of distribution events; digital records linking beneficiaries to received items in database. Lost in Transit - for items transported to remote areas or through partners, occasional losses may occur; if beneficiary claims non-receipt despite distribution records, investigation conducted; partner organizations queried, transportation records reviewed, witnesses consulted; benefit of doubt given to beneficiary in ambiguous situations when feasible. Replacement Process - if item conclusively lost during our transportation/distribution process before reaching beneficiary, replacement provided when inventory allows; beneficiary not penalized for losses during foundation-controlled logistics; replacement timeline depends on item availability and distribution schedules; high-value items may require additional verification before replacement. Beneficiary Responsibility - once items properly delivered and acknowledged by beneficiary, responsibility for safekeeping transfers to recipient; loss, theft, or damage after proper delivery not covered by replacement policy; beneficiaries advised during distribution about proper storage and care of items; security measures recommended especially for valuable items like electronic devices. Fraud Prevention - patterns of multiple loss claims from same beneficiaries investigated; false claims of non-delivery for already received items violate program ethics; verified fraudulent claims may result in program eligibility suspension; community coordinator verification helps prevent and detect fraudulent loss claims. Postal Delivery Issues - for documents or items sent via post (tax receipts, certificates), India Post tracking used when available; if item not received within 30 days, duplicate issuance arranged; beneficiaries should update address information to prevent delivery failures. Reporting Lost Items - beneficiaries should report non-receipt within 15 days of expected delivery date; contact karnavaticharitabletrust.org@gmail.com or call +91 6356443543 with details: expected item, distribution date/location, beneficiary ID; we will investigate and respond within 7-10 business days with findings and next steps.
Special Circumstances
Handling unique situations: Emergency and Disaster Relief - accelerated distribution timelines for disaster relief supplies; flexible protocols allowing rapid deployment without standard waiting periods; collaboration with government disaster management agencies and other NGOs; prioritization of emergency items (food, water, medical supplies, shelter materials) over routine program materials; documentation requirements relaxed during crisis response for faster distribution; post-disaster follow-up for additional needs assessment and support. Health Crises and Pandemics - enhanced hygiene and safety protocols for distribution during disease outbreaks; contactless distribution methods when social distancing required; increased focus on health, hygiene, and sanitation supplies; partnerships with health authorities for coordinated response; staff and volunteer safety prioritized with protective equipment and protocols. Beneficiaries with Disabilities - accommodations made for beneficiaries with mobility limitations, visual impairments, or other disabilities; home delivery arranged when beneficiaries cannot travel to distribution points; assistive devices or modified materials provided based on specific needs; family members or caregivers may receive items on beneficiary behalf with proper authorization; distribution locations made accessible when possible. Seasonal and Agricultural Distributions - agricultural inputs (seeds, tools, fertilizers) distributed aligned with planting seasons; school materials distributed at beginning of academic year; winter clothing or seasonal items distributed with appropriate timing; festival-related distributions coordinated with cultural calendars; harvest season considerations for programs targeting farming communities. Confidentiality and Dignity - sensitive distributions (health products, dignity kits, financial assistance) handled discreetly; private distribution spaces provided when beneficiaries may feel stigmatized; unmarked packaging for items that could invite social judgment; respect for cultural sensitivities regarding certain types of items or distribution methods.
Contact and Support
For questions, concerns, or assistance: General Inquiries - Email: karnavaticharitabletrust.org@gmail.com (Primary contact for all distribution queries), Phone: +91 6356443543 (Office hours: Monday-Saturday, 10:00 AM - 5:00 PM IST), Visit: 4th Main 1st Cross Gourishankara Nagara, Ranebennur – 581115, Karnataka, India (by appointment), Website: karnavaticharitabletrust.org (Program information and updates). What to Include - your name and contact information (phone, email, address), beneficiary ID or program enrollment details if applicable, distribution date, location, or event attended, specific items you're inquiring about, nature of issue or question (non-receipt, damage, error, etc.), any supporting information (acknowledgment receipts, photos). Beneficiary Support - program coordinators available to assist beneficiaries with distribution-related concerns; local language support (Kannada, Hindi) available for rural beneficiaries with limited English; community coordinators serve as intermediaries for beneficiaries without direct contact access; helpline available during distribution events for immediate issue resolution. Donor Inquiries - donors wanting to track in-kind donation distribution can contact us for updates; reports on how donated items were utilized provided upon request; photos and impact stories (with privacy protection) shared with donors; volunteer opportunities for donors interested in participating in distribution activities. Response Timeline - acknowledgment within 48 hours for all communications; resolution or detailed response within 7-10 business days for most issues; complex matters requiring investigation may take 15-20 business days; urgent issues (emergency needs, time-sensitive distributions) prioritized for immediate attention. Feedback and Complaints - we welcome feedback on distribution processes for continuous improvement; complaints handled through our grievance redressal mechanism with fair investigation; confidentiality maintained for sensitive beneficiary concerns; systemic issues identified through feedback addressed through policy or process changes. Our Commitment - we are dedicated to efficient, respectful, and dignified distribution of resources to beneficiaries; every interaction reflects our values of compassion, integrity, and service; we continuously work to improve logistics, reduce delays, and enhance beneficiary experience; feedback helps us serve our communities better and we appreciate all communication from stakeholders.
Contact Us
For questions, concerns, or issues regarding our shipping process, please contact us:
Last Updated: January 29, 2026