Template text: Letter to a chain HQ

The letter below was used to contact the Spanish headquarters of a global supermarket chain, after two branches expressed interest in cooperating with the emerging foodsharing group in Bilbao. The main concern of the employees was, that they’d get in trouble with the higher-ups if they decide for themselves to start cooperating with us, so the logical next step was to write to the headquarters.

Sadly, we never got an answer but we also didn’t inquire further after sending out the letter, since the Bilbaoan foodsharing group actually was still too small to handle such a big player.

General requirements

  • Formal and correct language (we want to give a professional impression)
  • Flawless reasoning (we want to be taken seriously)
  • Nice layout and good structure (the more professional the better)

Beneficial additions

Letter used in Bilbao in March 2017

Dear Sir or Madam,

foodsharing would like to support you in your endeavor to reduce food waste.

As we read on your international homepage, you already take measures to make the best possible use of all the produce that is not fit for selling anymore. We are one of the local initiatives that could help you reach this goal also here in Spain.

Foodsharing is a successful and growing volunteer organization, which aims to reduce food waste. It started 4 years ago in Germany, has since saved over 8 million kilograms of food in Germany, Austria and Switzerland and is now expanding to more European countries, including Poland, Denmark and the Netherlands. Since we offer the possibility of complete confidentiality, this list of partners is in no way exhaustive.

We cooperate with individual stores, as well as complete business chains. Every business, that handles food is of interest to us. For more detailed information on the scope of our activities, the benefits for your business and the success already reached, please refer to the respective files in the appendix.

Right now, foodsharing is in the process of being established in Bilbao.

Among others, a Carrefour Express in Bilbao expressed interest to cooperate with foodsharing to reduce food waste.

We suggest that, with your clearance, we run a trial with this store for 3 months to prove to you, that the foodsharing movement here in Bilbao is able to reliably cooperate with your stores, in a way that is beneficial for everybody involved.

The basic points of any foodsharing cooperation are the following:

  1. We as foodsavers sign a responsibility waiver, which transfers all responsibility linked to the saved food to the foodsavers picking it up. The stores are in no way liable for any possible consequence arising from the consumption of saved food.

  2. The saved food will be handled anonymously, if preferred. Only if agreed to and wished for Carrefour will be pointed out as a cooperation partner of foodsharing.

  3. We will agree on fixed pickup times, so that the cooperation can run harmoniously in the frame of your logistics and planning.

  4. We are discreet and professional; our foodsavers are flexible, quick and behave in a way that does not disturb any part of your business.

  5. After the pickup the saved food will be distributed unconditionally to anyone who can make use of it. This often leads to people receiving it, who otherwise would not be able to afford it.

For more information and personal contact we invite you, as well as the managers of the relevant branches, to a Skype call, whenever it fits your schedule.

Thank you for your attention, we’re looking forward to cooperating with you!


Unai Gaztelu for foodsharing Bilbao