Care and support logistics
Coordinate meal deliveries for someone receiving help
Keep one schedule of the meals the household requested, with a delivery window and a named volunteer for each slot. Copy the household's food requirements accurately and leave unknown details as questions. Confirm how deliveries should arrive and who handles cancellations or changes.
A text to start with
[Household] has said they would welcome meals on [days]. They described food requirements and preferences in these words: [exact wording]. Their delivery instruction: [leave at door, ring, and so on]. Delivery window: [times]. Volunteers so far: [names]. Draft a simple delivery plan and a short message for volunteers. Include only the food notes I gave, and mark anything unknown as [ask the household].
Example request. Change the details to fit your situation.Meal delivery plan
Household: [ ] Plan approved by the household on: [ ] Food requirements, in the household's own words: [ ] Food preferences or dislikes they named: [ ] Unknown, to ask the household: [ ] Requested meal: [ ] Delivery date: [ ] Household delivery instruction: [ ] Delivery window: [ ] Volunteer: [ ] Volunteer's food note, checked against the request: [ ] Status (open, claimed, delivered): [ ] Contact for questions or changes: [ ] Delivery paused or ended on: [ ]
Do not infer food needs
Use food requirements supplied by the household; do not infer them from a diagnosis or from another person's preferences. Ask about unclear wording before giving it to volunteers. Check for overlapping assignments, unwanted extra meals and delivery times outside the requested window. Confirm whether a bag should be handed over or left in an agreed place. Keep the volunteers' instructions focused on preparing and delivering the requested meal, and share only the background the household agreed to disclose.
Ask another agent to check the result
Find any food requirement, allergy or restriction in this plan that was inferred from a diagnosis instead of stated by the household. Replace each with a question to the household. Also flag two volunteers on one slot and any line that explains why the household needs help.
Send one plan to volunteers
Ask the household to approve the plan, including food notes, before volunteers see it. Send a single message with the schedule, the household's instruction and one contact for questions. Ask each volunteer to reply with their food note so you can check it against the household's request. After each delivery, update the plan so later volunteers can see what has arrived.