Donor Recognition

You received the gift. Yeah! Now what? This is when you follow up with recognition. Policies should have been previously set for different levels of recognition. Below are a few samples. Remember to get the donors permission before you publicly recognize them.

1. Personally thank your donors. This can be in the form of a phone call, visit or a hand written note.
2. Hand deliver a recognition plaque or certificate.
3. Dedicate a room or prominently display their name at your organization or in your annual publication.
4. Highlight your donor’s story in your newsletter or other publication.
5. Honor your donors at a recognition lunch or dinner.

Get Your Board Member's Help Without Having Them Ask for Money

One way to be a good steward is to make Thank you calls. These calls are not to replace the thank you call after an annual gift is received. Instead make the call about six months after the gift is received. This is just one way to keep your annual donors engaged in your organization. They will also feel appreciated.

Solicit board members or other volunteers to make the calls. Here is a sample script that can be adjusted to your organization’s needs.


Thank your volunteer for agreeing to make phone calls. Your efforts will go a long way in making our families feel valued and strengthening our long-term fund raising initiatives

Things to remember:

o Calls can be made whenever it is convenient for you. An effort has been made to match you with donors in your time zone.
o Whenever possible, we have provided home or cell phone numbers. Please try these numbers first before business numbers.
o Feel free to leave a message if you get a voice mail.

This script is just a suggestion to get you started. The main point is to make contact and inform the family of our programs and ask for his/her support, but DO NOT ASK for either current or future gifts.

Sample Script: Hello, may I please speak to Mr. ________? This is (name) calling on behalf of the XYZ agency. As a board member, I wanted to tell you about some programs that you may not be aware of at XYZ.

Talking Points:

Our services include . . . . Would you like to hear more about any of these programs? If yes see Program sheet read section pertinent to the area of interest. Then: if you would like to hear more I will have one of our admissions representative call you.

Ask for emails. Benefits: information on activities at XYZ. Usually once a month occasionally there will be an extra email. You can unsubscribe at any time.

Would you be interested in hosting an informational gathering? This could be in your home or a restaurant of your choosing. If no, If you change your mind at a later date please contact XYZ. If yes great I will have representative’s name contact you to work out the details.

Questions you may be asked: This part should be filled with information that pertains specifically to your organization.
What is involved with hosting a gathering? XYZ will take care of the event including invitations and program. You provide a guest list and refreshments. The program is about twenty minutes long. We give information about XYZ programs and answer questions.

Are you calling to ask me for money?
No – we understand that there are many charities out there who ask for your support. This call is just for information and to say thank you for valuing XYZ’s work .

How is the XYZ doing financially?
XYZ has not been immune to the current economic climate affecting nonprofits nationwide. Despite careful investment strategies, the endowment took a significant hit. However, through careful trimming of the budget and smart fundraising strategy, we expect to weather the current economic situation as a fiscally healthy organization. For more information, you’re welcome to call XYZ’s Executive Director, Name phone number

What is XYZ’s mission? Place your organizations mission here.

Thank you for your time.

The Rejection

It does happen. Sometimes it is because the guidelines were not followed or because there simply were not enough funds to go around. What ever the reason, don’t take it personally. Do take advantage of the situation to build your relationship with the funder.

1. Write a thank you anyway. Sample After all the foundation did take the time to consider your request.
2. Call to find out what you should have done differently.
3. Invite the foundation staff and/or board for a visit.
4. Find out when you can submit again.

After three tries without success it is time to look for other funding sources. Your NPO may just not be what they are looking for.

Annual Giving

Annual giving typically is for current year uses such as operational costs. Most are unrestricted gifts although some organizations encourage giving to specific programs or departments. The size of the gift is not as relevant as the likelihood that the donor will continue to give each subsequent year. Annual gift programs are designed to build long term relationships that increase loyalty and donation amounts over time.

Successful annual giving programs will build the foundation for all other giving programs. They increase and develop a donor base that continues to grow over time. A look back at a constituents giving history will tell the development officer who gives steadily and at what level. This information will let you know when someone is starting to lapse in their giving and when another donor is ready to be asked for a major gift.

Annual giving programs can take many forms. The most common is a request through the mail. Phone calls and email requests are also used. All of these methods can be equally effective. What seems to be even more valuable is segmenting the constituents so that the ask can be more personalized and geared toward the donor’s interests. This take a little bit more work but as your data base grows you can send out your appeals in smaller chunks and pay more attention to the group and individuals in that group.

Devereux is Here for Me

Two Steps to a Succession Plan

According to Wikipedia, Succession planning is a process for identifying and developing internal personnel with the potential to fill key or critical organizational positions. Succession planning ensures the availability of experienced and capable employees that are prepared to assume these roles as they become available.

Why is this, a hard concept to master?  The benefits to the organizations are numerous.  Let’s look at a simple succession plan for volunteers working on a Parent Teacher Association at an elementary school.  For years school xyz has put on an auction.  The school utilizes a chair that rallies her friends to fill various jobs such as gift acquisition, presentation of gifts, bidding, and pick up room.  For years the school has wanted to add an online component to their live auction but have never been able to work through the details to accomplish this.  Each year some old and many new volunteers, take over positions and must apply the “on the job training” model to pull off the event.  This makes for a stressful situation and the position looks overwhelming and unappealing to potential new volunteers.  By the time the volunteer is comfortable with their position they are ready to move on.

A simple succession plan can be implemented to help the auction move forward and increase revenue.  

1. Every Chair must have a co-chair or two

2. Each Chair must keep a binder full of step by step instructions and copies of receipts, timelines, and volunteer phone numbers.  (They may choose to keep their records online and provide a copy of the records on a disc.)

The Co-Chair volunteers, with the intent to one day become the chair.  For the first event, a chair keeps adding to the steps that he/she follows along the way to a successful event.  If a written document exists, then the Chair just has to update the list and make minor changes.

The result is not only a well planned event but one that can be easily carried out for several successful years.

Special Event Objectives

The most common reasons to hold a special event are:
Raise money
Keep current donors engaged
Encourage individuals to become new donors
Thank loyal donors and volunteers (cultivation)
Promote NPO recognition and awareness