Thank you for your question.
It's unfortunate that the charities you're dealing with don't
appreciate your funds enough to give you the information you require.
I would advise you to perhaps find some charities which are more
appreciative in the future, perhaps some small ones who won't have
managerial problems and could really use the funding.
Anyway, I'm going ahead and giving you this answer so that you can
complete it in time for the holidays. What you need to do is send a
certified, return receipt requested letter to all the managers
involved. The managers will have to sign for it themselves, see it
themselves, and then deal with it themselves if they're responsible.
In this letter, I advise that you mention (in a sly way) that you do
in fact have contractual obligations to get this data and that if it
is not provided, you will remember the next time that charities are
being funded and your money will go elsewhere. While you may not want
to be crass, they are the ones in the wrong and the best way to wake
people up is by hitting them in the pocketbook. This pretty much
cannot be argued :)
You can also find much of the data you're looking for, such as where
the charity's money goes, in their tax forms to the IRS. The IRS
declares that they must provide these documents upon request, but in
the past I have had difficulties similar to yours. No one wants to
provide them, or the person who's in charge of providing them is away
for the day or out to lunch and no one else knows how to do it, or
worst of all, you get a grilling on why you want these documents in
the first place-- when it is the law that they by given out upon
request. So, if the charities don't know where this information is,
you could certainly ask for their IRS tax return forms-- or for them
to look at their own forms and gather the information for you.
Faxing the questions to the manager, with the same veiled "threat" as
above, could work as well.
I really do advise you to look for other charities to work with if the
ones you've chosen have proven themselves to be so uncooperative.
There are many deserving charities that would love your company's
If you need any additional clarification, let me know and I'll be glad
to assist you.