Fulfillment Policy
Effective Date: December 23, 2025
Organization: By Our Fire
Website: www.byourfire.com
1. Purpose
This Fulfillment Policy explains how By Our Fire processes donations, issues acknowledgments, and fulfills confirmations for donors and supporters.
As a 501(c)(3) nonprofit organization, By Our Fire is committed to transparency, accountability, and responsible stewardship of all contributions received through our website or other approved donation channels.
2. Donation Fulfillment
a. Donation Confirmation & Receipts
All online donations made through our secure donation platform receive an electronic confirmation and acknowledgment receipt, typically within 24 hours of successful payment processing.
Donations received through offline methods (such as mailed checks, money orders, or in-person fundraising events) are acknowledged within 7–10 business days after receipt and processing.
Donation receipts generally include:
Donor name
Donation amount
Date of contribution
Confirmation of tax-deductible status, as permitted by law
b. Recurring Donations
Donors who enroll in recurring contributions will receive confirmation of their recurring donation setup.
Recurring donors may request monthly receipts or annual donation summaries at any time by contacting By Our Fire through the website’s contact form.
3. Delivery of Services
By Our Fire does not sell or ship physical products.
All donations directly support charitable programs and operations, including but not limited to community firewood access, farm-to-community meals, youth and workforce education, and general nonprofit outreach.
In place of physical fulfillment, donors may receive:
Electronic donation receipts for tax purposes
Mission and impact updates (if opted in)
Event invitations or volunteer opportunities, depending on engagement
4. Processing Time
Online donations are typically processed immediately through secure, third-party payment processors.
Mail-in or offline donations may require 5–7 business days to process after receipt.
Processing timelines may vary due to holidays, system maintenance, or high-volume fundraising periods, but confirmations are issued as promptly as possible.
5. Failed or Delayed Transactions
If a donation does not process successfully, donors may receive an automated notification prompting them to retry the transaction.
In cases of duplicate charges, delayed processing, or technical errors, By Our Fire will review the transaction and make any necessary adjustments in accordance with the Donation & Refund Policy.
Donation-related concerns may be submitted through the official contact form on the website.
6. Transparency Commitment
By Our Fire is committed to ethical financial management and transparency. All funds received are used to advance the organization’s charitable mission and are tracked in accordance with nonprofit accounting standards and applicable laws.
7. Contact & Support
For questions regarding donation fulfillment, receipts, or confirmation, donors may contact By Our Fire through the official contact form available on our website.
8. Policy Updates
By Our Fire reserves the right to update this Fulfillment Policy at any time. Any revisions will be posted on this page with an updated effective date. Continued donations constitute acceptance of the revised poliflect organizational or legal changes. Any updates will be posted on our website with the revised effective date.