You might secure that last gift you need simply by meeting with the right donors at the right time \u2013 and using the right strategy.<\/p><\/blockquote>\n
I\u2019ll walk you through the best practices for your next donor meeting so you can enter it feeling calm, prepared, and ready to make an impact.<\/p>\n
\n
<\/a>Key Takeaways<\/h2>\n\n- Prepare by researching your donor\u2019s interests and rehearsing your talking points.<\/li>\n
- Like any good conversation, ask questions, tell stories, and leave room for silence and reflection.<\/li>\n
- Don\u2019t always ask for a financial gift \u2013 ask them to volunteer or assist in other ways so they feel like a part of your mission.<\/li>\n
- Be straightforward with your ask amount and don\u2019t be afraid of a no.<\/li>\n<\/ul>\n
\n<\/a>11 Best Practices for Donor Meetings<\/h2>\n
\n<\/a>Prepare<\/h3>\nEverything you should do before the meeting takes place.<\/p>\n
\n<\/a>1. Understand your donor\u2019s interests and passions<\/h4>\nDo your research. Dig into your CRM to see which campaigns your donor gave to in the past. If they\u2019re new to your cause, see which other local organizations they\u2019ve supported.<\/p>\n
Beyond their philanthropic interests, what are their passions in their personal life? Quickly review their public social media profiles to get some conversation starters so you can build your connection.<\/p>\n
![\"\"](\"https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2025\/12\/donor-meetings_prepare-300x199.png\")
<\/p>\n
\n<\/a>2. Be ready to talk up your mission<\/h4>\nPrepare your talking points ahead of time. Here are some factors to consider:<\/p>\n
\n- Don\u2019t overwhelm donors with information they already know. <\/strong>If they\u2019re familiar with your mission, skip the basics.<\/li>\n
- Focus on their interest areas. <\/strong>You can go beyond this, too, but use the research you did about their interests to guide your preparation.<\/li>\n
- Prepare stories of impact. <\/strong>Everyone connects better to stories. More on this below!<\/li>\n
- Gather materials. <\/strong>Your donor may be interested in seeing last year\u2019s impact report to better understand how you use donated funds.<\/li>\n<\/ul>\n
Being prepared will increase your confidence and show your donor that you care about their time.<\/p>\n
\n<\/a>3. Manage the meeting logistics<\/h4>\nPrepare for your donor meeting by making the logistics as smooth as possible.<\/p>\n
This means communicating clearly and effectively where and when you\u2019d like to meet, along with sending a confirmation text or email shortly before your meeting.<\/p>\n
Choose a location that has the right ambience. For example, a quiet coffee shop is great for conversation, but a crowded deli might not be. Try to choose somewhere you\u2019ve been to before so you can alert your donor to anything they should know, like parking information.<\/p><\/blockquote>\n
This step is all about making the experience seamless for your donor so you look even better and your meeting can progress hiccup-free.<\/p>\n
\n<\/a>Connect<\/h3>\nTips to make the meeting itself go smoother.<\/p>\n
\n<\/a>1. Ask questions<\/h4>\nThe conversation with your donor should be just that \u2013 a conversation. Don’t dominate the meeting by sharing too much at once.<\/p>\n
Ask them professional questions about their life (make small talk!), but also be sure to ask questions to get to know your donor\u2019s interests and wants better.<\/p>\n
This is your opportunity to continue building your relationship.<\/p>\n
\n<\/a>2. Talk in stories<\/h4>\nWe\u2019re all just a little more engaged when we hear a story versus a list of facts. A story engages our imaginations \u2013 and moves our hearts.<\/p>\n
This is where your preparation will come in handy. Tell real-life stories that demonstrate your organization\u2019s impact.<\/p>\n
Try to focus on stories that you\u2019re close to or involved in so it feels more personal and natural.<\/p><\/blockquote>\n
Engage them further by showcasing your own enthusiasm. Once they see how passionate you are about your mission, they\u2019ll be more open to supporting your work.<\/p>\n
\n<\/a>3. Pause<\/h4>\nAnd lastly, don\u2019t forget to pause. Breathe. You don\u2019t need to fill in every minute of the conversation. In fact, leave time for your donor to reflect on what you\u2019ve shared, consider their answers, and share their thoughts.<\/p>\n
Here\u2019s a trick: don\u2019t rush to fill the silence. Instead, take a deep breath and count to three in your head. This is especially helpful if you\u2019re nervous.<\/p><\/blockquote>\n
![\"\"](\"https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2025\/12\/donor-meetings_pausepng-300x169.png\")
<\/p>\n
\n<\/a>Make the Ask<\/h3>\nNow it\u2019s time for a call to action.<\/p>\n
\n<\/a>1. Not always a financial ask<\/h4>\nDon\u2019t make the mistake of treating every donor meeting as a transaction. You aren\u2019t trading your time for a major gift \u2013 you\u2019re building a relationship<\/em>.<\/p>\nThink about ways to invite potential donors into your organization, so they feel like a partner and not just a wallet. Invite them to your next volunteer event or ask them to sign a petition. Just remember to connect it back to their interests.<\/p>\n
\n<\/a>2. Be direct<\/h4>\nDonors appreciate it when you\u2019re straightforward with your ask. Don\u2019t feel awkward talking about money.<\/p>\n
If you want them to donate $10,000 toward your capital campaign, simply ask. If they\u2019re interested in becoming a part of your organization\u2019s future, they\u2019ll feel better about their gift knowing exactly what you need from them to make an impact.<\/p>\n
\n<\/a>3. Don\u2019t be afraid of a no<\/h4>\nIf you treat donor meetings as an opportunity to build deeper relationships, a no right now doesn\u2019t mean a no forever.<\/p>\n
In fact, getting a no gives you the opportunity to understand your donor\u2019s situation. They may not be prepared to give now, or they may need to get to know your organization better before investing in your mission. Take this valuable intel and continue to cultivate.<\/p>\n
\n<\/a>After the Meeting<\/h3>\nCongratulations, you had a successful donor meeting! But you\u2019re not off the hook yet.<\/p>\n
\n<\/a>1. Follow up<\/h4>\nWhether your donor chose to make a gift or not, you\u2019ll need to follow up on anything you discussed or promised during your meeting.<\/p>\n
If they did agree to donate:<\/strong> send them a thank-you note with information about how to donate (like the link to your online donation form), a pledge form, or anything else they may need. Be sure to steward them appropriately once they make their gift \u2013 the relationship doesn\u2019t end here!<\/p>\nIf they didn\u2019t agree to donate: <\/strong>send them a thank-you note with any additional information they requested and include other activities they may be interested in, like a volunteer opportunity.<\/p><\/blockquote>\nUse my thank-you note examples<\/a> (specifically for donor meetings!) to get a head start.<\/p>\n![\"\"](\"https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2025\/10\/afterpay-and-klarna_why-offer-bnpl-300x169.png\")
<\/p>\n
\n<\/a>2. Record the meeting<\/h4>\nLog the meeting in your CRM<\/a>, along with any important information you gained from the meeting.<\/p>\nFor example, if your donor revealed that they have a contact with a local foundation that they offered to connect you with, you should make a note.<\/p>\n
\n<\/a>Donor Meeting Checklist<\/h2>\nHere\u2019s everything to do before, during, and after attending a donor meeting:<\/p>\n
\n- Set a date, time, and location.<\/li>\n
- Communicate thoroughly with your donor.<\/li>\n
- Send a confirmation email or text message before the meeting.<\/li>\n
- Research your donor\u2019s philanthropic interests in your CRM or by reviewing other gifts they\u2019ve made.<\/li>\n
- Research your donor\u2019s personal and professional interests.<\/li>\n
- Prepare talking points about your recent impact.<\/li>\n
- Prepare a story about your recent impact.<\/li>\n
- Prepare your ask \u2013 be direct.<\/li>\n
- Pay for the coffee or meal your donor enjoyed, if relevant.<\/li>\n
- Send a thank-you message and follow up on any promises you made during the meeting.<\/li>\n
- Log the meeting in your CRM.<\/li>\n<\/ul>\n
\n<\/a>Bonus Resource<\/h3>\nStill feeling stressed? Fundraising Coach Brittan Stockert shares five tips to take the stress out of donor meetings in episode 181 of The Nonprofit Podcast.<\/p>\n
\n
<\/a>11 Best Practices for Donor Meetings<\/h2>\n
\n<\/a>Prepare<\/h3>\nEverything you should do before the meeting takes place.<\/p>\n
\n<\/a>1. Understand your donor\u2019s interests and passions<\/h4>\nDo your research. Dig into your CRM to see which campaigns your donor gave to in the past. If they\u2019re new to your cause, see which other local organizations they\u2019ve supported.<\/p>\n
Beyond their philanthropic interests, what are their passions in their personal life? Quickly review their public social media profiles to get some conversation starters so you can build your connection.<\/p>\n
<\/p>\n
\n<\/a>2. Be ready to talk up your mission<\/h4>\nPrepare your talking points ahead of time. Here are some factors to consider:<\/p>\n
\n- Don\u2019t overwhelm donors with information they already know. <\/strong>If they\u2019re familiar with your mission, skip the basics.<\/li>\n
- Focus on their interest areas. <\/strong>You can go beyond this, too, but use the research you did about their interests to guide your preparation.<\/li>\n
- Prepare stories of impact. <\/strong>Everyone connects better to stories. More on this below!<\/li>\n
- Gather materials. <\/strong>Your donor may be interested in seeing last year\u2019s impact report to better understand how you use donated funds.<\/li>\n<\/ul>\n
Being prepared will increase your confidence and show your donor that you care about their time.<\/p>\n
\n<\/a>3. Manage the meeting logistics<\/h4>\nPrepare for your donor meeting by making the logistics as smooth as possible.<\/p>\n
This means communicating clearly and effectively where and when you\u2019d like to meet, along with sending a confirmation text or email shortly before your meeting.<\/p>\n
Choose a location that has the right ambience. For example, a quiet coffee shop is great for conversation, but a crowded deli might not be. Try to choose somewhere you\u2019ve been to before so you can alert your donor to anything they should know, like parking information.<\/p><\/blockquote>\n
This step is all about making the experience seamless for your donor so you look even better and your meeting can progress hiccup-free.<\/p>\n
\n<\/a>Connect<\/h3>\nTips to make the meeting itself go smoother.<\/p>\n
\n<\/a>1. Ask questions<\/h4>\nThe conversation with your donor should be just that \u2013 a conversation. Don’t dominate the meeting by sharing too much at once.<\/p>\n
Ask them professional questions about their life (make small talk!), but also be sure to ask questions to get to know your donor\u2019s interests and wants better.<\/p>\n
This is your opportunity to continue building your relationship.<\/p>\n
\n<\/a>2. Talk in stories<\/h4>\nWe\u2019re all just a little more engaged when we hear a story versus a list of facts. A story engages our imaginations \u2013 and moves our hearts.<\/p>\n
This is where your preparation will come in handy. Tell real-life stories that demonstrate your organization\u2019s impact.<\/p>\n
Try to focus on stories that you\u2019re close to or involved in so it feels more personal and natural.<\/p><\/blockquote>\n
Engage them further by showcasing your own enthusiasm. Once they see how passionate you are about your mission, they\u2019ll be more open to supporting your work.<\/p>\n
\n<\/a>3. Pause<\/h4>\nAnd lastly, don\u2019t forget to pause. Breathe. You don\u2019t need to fill in every minute of the conversation. In fact, leave time for your donor to reflect on what you\u2019ve shared, consider their answers, and share their thoughts.<\/p>\n
Here\u2019s a trick: don\u2019t rush to fill the silence. Instead, take a deep breath and count to three in your head. This is especially helpful if you\u2019re nervous.<\/p><\/blockquote>\n
<\/p>\n
\n<\/a>Make the Ask<\/h3>\nNow it\u2019s time for a call to action.<\/p>\n
\n<\/a>1. Not always a financial ask<\/h4>\nDon\u2019t make the mistake of treating every donor meeting as a transaction. You aren\u2019t trading your time for a major gift \u2013 you\u2019re building a relationship<\/em>.<\/p>\nThink about ways to invite potential donors into your organization, so they feel like a partner and not just a wallet. Invite them to your next volunteer event or ask them to sign a petition. Just remember to connect it back to their interests.<\/p>\n
\n<\/a>2. Be direct<\/h4>\nDonors appreciate it when you\u2019re straightforward with your ask. Don\u2019t feel awkward talking about money.<\/p>\n
If you want them to donate $10,000 toward your capital campaign, simply ask. If they\u2019re interested in becoming a part of your organization\u2019s future, they\u2019ll feel better about their gift knowing exactly what you need from them to make an impact.<\/p>\n
\n<\/a>3. Don\u2019t be afraid of a no<\/h4>\nIf you treat donor meetings as an opportunity to build deeper relationships, a no right now doesn\u2019t mean a no forever.<\/p>\n
In fact, getting a no gives you the opportunity to understand your donor\u2019s situation. They may not be prepared to give now, or they may need to get to know your organization better before investing in your mission. Take this valuable intel and continue to cultivate.<\/p>\n
\n<\/a>After the Meeting<\/h3>\nCongratulations, you had a successful donor meeting! But you\u2019re not off the hook yet.<\/p>\n
\n<\/a>1. Follow up<\/h4>\nWhether your donor chose to make a gift or not, you\u2019ll need to follow up on anything you discussed or promised during your meeting.<\/p>\n
If they did agree to donate:<\/strong> send them a thank-you note with information about how to donate (like the link to your online donation form), a pledge form, or anything else they may need. Be sure to steward them appropriately once they make their gift \u2013 the relationship doesn\u2019t end here!<\/p>\nIf they didn\u2019t agree to donate: <\/strong>send them a thank-you note with any additional information they requested and include other activities they may be interested in, like a volunteer opportunity.<\/p><\/blockquote>\nUse my thank-you note examples<\/a> (specifically for donor meetings!) to get a head start.<\/p>\n<\/p>\n
\n<\/a>2. Record the meeting<\/h4>\nLog the meeting in your CRM<\/a>, along with any important information you gained from the meeting.<\/p>\nFor example, if your donor revealed that they have a contact with a local foundation that they offered to connect you with, you should make a note.<\/p>\n
\n<\/a>Donor Meeting Checklist<\/h2>\nHere\u2019s everything to do before, during, and after attending a donor meeting:<\/p>\n
\n- Set a date, time, and location.<\/li>\n
- Communicate thoroughly with your donor.<\/li>\n
- Send a confirmation email or text message before the meeting.<\/li>\n
- Research your donor\u2019s philanthropic interests in your CRM or by reviewing other gifts they\u2019ve made.<\/li>\n
- Research your donor\u2019s personal and professional interests.<\/li>\n
- Prepare talking points about your recent impact.<\/li>\n
- Prepare a story about your recent impact.<\/li>\n
- Prepare your ask \u2013 be direct.<\/li>\n
- Pay for the coffee or meal your donor enjoyed, if relevant.<\/li>\n
- Send a thank-you message and follow up on any promises you made during the meeting.<\/li>\n
- Log the meeting in your CRM.<\/li>\n<\/ul>\n
\n<\/a>Bonus Resource<\/h3>\nStill feeling stressed? Fundraising Coach Brittan Stockert shares five tips to take the stress out of donor meetings in episode 181 of The Nonprofit Podcast.<\/p>\n
Everything you should do before the meeting takes place.<\/p>\n
\n
<\/a>1. Understand your donor\u2019s interests and passions<\/h4>\nDo your research. Dig into your CRM to see which campaigns your donor gave to in the past. If they\u2019re new to your cause, see which other local organizations they\u2019ve supported.<\/p>\n
Beyond their philanthropic interests, what are their passions in their personal life? Quickly review their public social media profiles to get some conversation starters so you can build your connection.<\/p>\n
<\/p>\n
\n<\/a>2. Be ready to talk up your mission<\/h4>\nPrepare your talking points ahead of time. Here are some factors to consider:<\/p>\n
\n- Don\u2019t overwhelm donors with information they already know. <\/strong>If they\u2019re familiar with your mission, skip the basics.<\/li>\n
- Focus on their interest areas. <\/strong>You can go beyond this, too, but use the research you did about their interests to guide your preparation.<\/li>\n
- Prepare stories of impact. <\/strong>Everyone connects better to stories. More on this below!<\/li>\n
- Gather materials. <\/strong>Your donor may be interested in seeing last year\u2019s impact report to better understand how you use donated funds.<\/li>\n<\/ul>\n
Being prepared will increase your confidence and show your donor that you care about their time.<\/p>\n
\n<\/a>3. Manage the meeting logistics<\/h4>\nPrepare for your donor meeting by making the logistics as smooth as possible.<\/p>\n
This means communicating clearly and effectively where and when you\u2019d like to meet, along with sending a confirmation text or email shortly before your meeting.<\/p>\n
Choose a location that has the right ambience. For example, a quiet coffee shop is great for conversation, but a crowded deli might not be. Try to choose somewhere you\u2019ve been to before so you can alert your donor to anything they should know, like parking information.<\/p><\/blockquote>\n
This step is all about making the experience seamless for your donor so you look even better and your meeting can progress hiccup-free.<\/p>\n
\n<\/a>Connect<\/h3>\nTips to make the meeting itself go smoother.<\/p>\n
\n<\/a>1. Ask questions<\/h4>\nThe conversation with your donor should be just that \u2013 a conversation. Don’t dominate the meeting by sharing too much at once.<\/p>\n
Ask them professional questions about their life (make small talk!), but also be sure to ask questions to get to know your donor\u2019s interests and wants better.<\/p>\n
This is your opportunity to continue building your relationship.<\/p>\n
\n<\/a>2. Talk in stories<\/h4>\nWe\u2019re all just a little more engaged when we hear a story versus a list of facts. A story engages our imaginations \u2013 and moves our hearts.<\/p>\n
This is where your preparation will come in handy. Tell real-life stories that demonstrate your organization\u2019s impact.<\/p>\n
Try to focus on stories that you\u2019re close to or involved in so it feels more personal and natural.<\/p><\/blockquote>\n
Engage them further by showcasing your own enthusiasm. Once they see how passionate you are about your mission, they\u2019ll be more open to supporting your work.<\/p>\n
\n<\/a>3. Pause<\/h4>\nAnd lastly, don\u2019t forget to pause. Breathe. You don\u2019t need to fill in every minute of the conversation. In fact, leave time for your donor to reflect on what you\u2019ve shared, consider their answers, and share their thoughts.<\/p>\n
Here\u2019s a trick: don\u2019t rush to fill the silence. Instead, take a deep breath and count to three in your head. This is especially helpful if you\u2019re nervous.<\/p><\/blockquote>\n
<\/p>\n
\n<\/a>Make the Ask<\/h3>\nNow it\u2019s time for a call to action.<\/p>\n
\n<\/a>1. Not always a financial ask<\/h4>\nDon\u2019t make the mistake of treating every donor meeting as a transaction. You aren\u2019t trading your time for a major gift \u2013 you\u2019re building a relationship<\/em>.<\/p>\nThink about ways to invite potential donors into your organization, so they feel like a partner and not just a wallet. Invite them to your next volunteer event or ask them to sign a petition. Just remember to connect it back to their interests.<\/p>\n
\n<\/a>2. Be direct<\/h4>\nDonors appreciate it when you\u2019re straightforward with your ask. Don\u2019t feel awkward talking about money.<\/p>\n
If you want them to donate $10,000 toward your capital campaign, simply ask. If they\u2019re interested in becoming a part of your organization\u2019s future, they\u2019ll feel better about their gift knowing exactly what you need from them to make an impact.<\/p>\n
\n<\/a>3. Don\u2019t be afraid of a no<\/h4>\nIf you treat donor meetings as an opportunity to build deeper relationships, a no right now doesn\u2019t mean a no forever.<\/p>\n
In fact, getting a no gives you the opportunity to understand your donor\u2019s situation. They may not be prepared to give now, or they may need to get to know your organization better before investing in your mission. Take this valuable intel and continue to cultivate.<\/p>\n
\n<\/a>After the Meeting<\/h3>\nCongratulations, you had a successful donor meeting! But you\u2019re not off the hook yet.<\/p>\n
\n<\/a>1. Follow up<\/h4>\nWhether your donor chose to make a gift or not, you\u2019ll need to follow up on anything you discussed or promised during your meeting.<\/p>\n
If they did agree to donate:<\/strong> send them a thank-you note with information about how to donate (like the link to your online donation form), a pledge form, or anything else they may need. Be sure to steward them appropriately once they make their gift \u2013 the relationship doesn\u2019t end here!<\/p>\nIf they didn\u2019t agree to donate: <\/strong>send them a thank-you note with any additional information they requested and include other activities they may be interested in, like a volunteer opportunity.<\/p><\/blockquote>\nUse my thank-you note examples<\/a> (specifically for donor meetings!) to get a head start.<\/p>\n<\/p>\n
\n<\/a>2. Record the meeting<\/h4>\nLog the meeting in your CRM<\/a>, along with any important information you gained from the meeting.<\/p>\nFor example, if your donor revealed that they have a contact with a local foundation that they offered to connect you with, you should make a note.<\/p>\n
\n<\/a>Donor Meeting Checklist<\/h2>\nHere\u2019s everything to do before, during, and after attending a donor meeting:<\/p>\n
\n- Set a date, time, and location.<\/li>\n
- Communicate thoroughly with your donor.<\/li>\n
- Send a confirmation email or text message before the meeting.<\/li>\n
- Research your donor\u2019s philanthropic interests in your CRM or by reviewing other gifts they\u2019ve made.<\/li>\n
- Research your donor\u2019s personal and professional interests.<\/li>\n
- Prepare talking points about your recent impact.<\/li>\n
- Prepare a story about your recent impact.<\/li>\n
- Prepare your ask \u2013 be direct.<\/li>\n
- Pay for the coffee or meal your donor enjoyed, if relevant.<\/li>\n
- Send a thank-you message and follow up on any promises you made during the meeting.<\/li>\n
- Log the meeting in your CRM.<\/li>\n<\/ul>\n
\n<\/a>Bonus Resource<\/h3>\nStill feeling stressed? Fundraising Coach Brittan Stockert shares five tips to take the stress out of donor meetings in episode 181 of The Nonprofit Podcast.<\/p>\n
<\/p>\nPrepare your talking points ahead of time. Here are some factors to consider:<\/p>\n
- \n
- Don\u2019t overwhelm donors with information they already know. <\/strong>If they\u2019re familiar with your mission, skip the basics.<\/li>\n
- Focus on their interest areas. <\/strong>You can go beyond this, too, but use the research you did about their interests to guide your preparation.<\/li>\n
- Prepare stories of impact. <\/strong>Everyone connects better to stories. More on this below!<\/li>\n
- Gather materials. <\/strong>Your donor may be interested in seeing last year\u2019s impact report to better understand how you use donated funds.<\/li>\n<\/ul>\n
Being prepared will increase your confidence and show your donor that you care about their time.<\/p>\n
\n<\/a>3. Manage the meeting logistics<\/h4>\n
Prepare for your donor meeting by making the logistics as smooth as possible.<\/p>\n
This means communicating clearly and effectively where and when you\u2019d like to meet, along with sending a confirmation text or email shortly before your meeting.<\/p>\n
Choose a location that has the right ambience. For example, a quiet coffee shop is great for conversation, but a crowded deli might not be. Try to choose somewhere you\u2019ve been to before so you can alert your donor to anything they should know, like parking information.<\/p><\/blockquote>\n
This step is all about making the experience seamless for your donor so you look even better and your meeting can progress hiccup-free.<\/p>\n
\n<\/a>Connect<\/h3>\n
Tips to make the meeting itself go smoother.<\/p>\n
\n<\/a>1. Ask questions<\/h4>\n
The conversation with your donor should be just that \u2013 a conversation. Don’t dominate the meeting by sharing too much at once.<\/p>\n
Ask them professional questions about their life (make small talk!), but also be sure to ask questions to get to know your donor\u2019s interests and wants better.<\/p>\n
This is your opportunity to continue building your relationship.<\/p>\n
\n<\/a>2. Talk in stories<\/h4>\n
We\u2019re all just a little more engaged when we hear a story versus a list of facts. A story engages our imaginations \u2013 and moves our hearts.<\/p>\n
This is where your preparation will come in handy. Tell real-life stories that demonstrate your organization\u2019s impact.<\/p>\n
Try to focus on stories that you\u2019re close to or involved in so it feels more personal and natural.<\/p><\/blockquote>\n
Engage them further by showcasing your own enthusiasm. Once they see how passionate you are about your mission, they\u2019ll be more open to supporting your work.<\/p>\n
\n<\/a>3. Pause<\/h4>\n
And lastly, don\u2019t forget to pause. Breathe. You don\u2019t need to fill in every minute of the conversation. In fact, leave time for your donor to reflect on what you\u2019ve shared, consider their answers, and share their thoughts.<\/p>\n
Here\u2019s a trick: don\u2019t rush to fill the silence. Instead, take a deep breath and count to three in your head. This is especially helpful if you\u2019re nervous.<\/p><\/blockquote>\n
<\/p>\n
\n<\/a>Make the Ask<\/h3>\n
Now it\u2019s time for a call to action.<\/p>\n
\n<\/a>1. Not always a financial ask<\/h4>\n
Don\u2019t make the mistake of treating every donor meeting as a transaction. You aren\u2019t trading your time for a major gift \u2013 you\u2019re building a relationship<\/em>.<\/p>\n
Think about ways to invite potential donors into your organization, so they feel like a partner and not just a wallet. Invite them to your next volunteer event or ask them to sign a petition. Just remember to connect it back to their interests.<\/p>\n
\n<\/a>2. Be direct<\/h4>\n
Donors appreciate it when you\u2019re straightforward with your ask. Don\u2019t feel awkward talking about money.<\/p>\n
If you want them to donate $10,000 toward your capital campaign, simply ask. If they\u2019re interested in becoming a part of your organization\u2019s future, they\u2019ll feel better about their gift knowing exactly what you need from them to make an impact.<\/p>\n
\n<\/a>3. Don\u2019t be afraid of a no<\/h4>\n
If you treat donor meetings as an opportunity to build deeper relationships, a no right now doesn\u2019t mean a no forever.<\/p>\n
In fact, getting a no gives you the opportunity to understand your donor\u2019s situation. They may not be prepared to give now, or they may need to get to know your organization better before investing in your mission. Take this valuable intel and continue to cultivate.<\/p>\n
\n<\/a>After the Meeting<\/h3>\n
Congratulations, you had a successful donor meeting! But you\u2019re not off the hook yet.<\/p>\n
\n<\/a>1. Follow up<\/h4>\n
Whether your donor chose to make a gift or not, you\u2019ll need to follow up on anything you discussed or promised during your meeting.<\/p>\n
If they did agree to donate:<\/strong> send them a thank-you note with information about how to donate (like the link to your online donation form), a pledge form, or anything else they may need. Be sure to steward them appropriately once they make their gift \u2013 the relationship doesn\u2019t end here!<\/p>\n
If they didn\u2019t agree to donate: <\/strong>send them a thank-you note with any additional information they requested and include other activities they may be interested in, like a volunteer opportunity.<\/p><\/blockquote>\n
Use my thank-you note examples<\/a> (specifically for donor meetings!) to get a head start.<\/p>\n
<\/p>\n
\n<\/a>2. Record the meeting<\/h4>\n
Log the meeting in your CRM<\/a>, along with any important information you gained from the meeting.<\/p>\n
For example, if your donor revealed that they have a contact with a local foundation that they offered to connect you with, you should make a note.<\/p>\n
\n<\/a>Donor Meeting Checklist<\/h2>\n
Here\u2019s everything to do before, during, and after attending a donor meeting:<\/p>\n
- \n
- Set a date, time, and location.<\/li>\n
- Communicate thoroughly with your donor.<\/li>\n
- Send a confirmation email or text message before the meeting.<\/li>\n
- Research your donor\u2019s philanthropic interests in your CRM or by reviewing other gifts they\u2019ve made.<\/li>\n
- Research your donor\u2019s personal and professional interests.<\/li>\n
- Prepare talking points about your recent impact.<\/li>\n
- Prepare a story about your recent impact.<\/li>\n
- Prepare your ask \u2013 be direct.<\/li>\n
- Pay for the coffee or meal your donor enjoyed, if relevant.<\/li>\n
- Send a thank-you message and follow up on any promises you made during the meeting.<\/li>\n
- Log the meeting in your CRM.<\/li>\n<\/ul>\n
\n<\/a>Bonus Resource<\/h3>\n
Still feeling stressed? Fundraising Coach Brittan Stockert shares five tips to take the stress out of donor meetings in episode 181 of The Nonprofit Podcast.<\/p>\n
- Focus on their interest areas. <\/strong>You can go beyond this, too, but use the research you did about their interests to guide your preparation.<\/li>\n