Effective Funder Calls

You don't have to talk to EVERY funder. Only the ones you want money from.

If you are seeking grants/donations, building (and maintaining) a relationship with prospective donors is key to long-term sustainability.

If, like me, you are an introvert and/or feel uncomfortable initiating conversations with potential donors, here are some tips to help. 

• Research them. There’s a line between researching someone and stalking someone. Stay on the side of the angels and don't be creepy. Most organizations and people have some sort of online presence you can research pretty easily. Here’s where I start:

  • Review their website. If it is a foundation or corporation, their website will ALWAYS give you a clue about their culture and attention to detail. Pay particular attention to stated funding priorities and deadlines.

  • Review their IRS Form 990. I'm not great at bookkeeping but I can unravel a 990 like no one’s business! You can foundation 990s on Guidestar (with a free membership) or download them directly from the IRS. You’ll see how much they typically give out each year, who the trustees are, and much more. 

  • Scan social media. Armed with information on the organization and the people involved, it’s time to jump on social media. You may not have time to check EVERY social media outlet, but you are typically safe looking at Facebook and LinkedIn. 

  • GrantAdvisor - I love this little website! It's a review site for grantors. See what other grant professionals have said about the funder. [this isn't an ad...I just really like the site].

  • Final search. Finally, do a basic internet or AI search for news and information on the organization. 

  • Funder profile. Keep all this information in your CRM or create a funder profile [Grant Holster has a built-in funder profile page - but you can join my Nonprofit Hot Shots Patreon page and download a template].

• Know Thyself. When you talk to a funder, they may ask you a question about your nonprofit’s work (take it as a good sign if they do). You’d better know the answer. If you call a donor and leave a message, they will likely look at this information before they call you back.

  • Review your website. When you get on the phone with a donor, they are likely pulling up your website while you talk. If there is obsolete or incomplete information on the website, be ready to address that.

  • Review your 990. They may also be pulling up your 990. Be ready to address any questions they have about your income streams, your balance of program/admin/fundraising expenditures, and program descriptions on your 990. 

  • Guidestar profile. They may take a look at your profile on Guidestar. Make sure you have claimed your organization and have some good information on there.

  • Your social media. Hopefully you are already in tune with what your social media posts say. But give them a quick review.

  • Your case statements. You should have a case statement for each of your program areas and priority projects. Grant Holster has these built into the Vault but, if you don’t have them on hand, it’s time to get it together! 

• Prioritize. Before you call, be aware of what your organization’s top funding priorities are and how much funding you need to sustain them. This should be part of your case statements as well. 

• Write a Script. Especially if you are nervous about the conversation, take a few minutes to script yourself and/or make bullet points you want to be sure to cover. WARNING -- when you call, don’t just read your script (that’s cringe) but just use the script as a crutch to help you remember. 

• Practice! This can actually be pretty fun if you’ve got friends or peers who can help you. Imagine the WORST case scenarios and have someone play those parts. This gives you a chance to practice your reactions. Make sure you ALSO practice an ideal call! 

• Make the call. I get a little nervous when I’m calling someone I know I’ll be asking something from. Here’s how I combat that:

  • Have a glass of water next to you for sipping in case your mouth gets dry. Don’t have soda -- you don’t want to burp. Also, don’t take huge gulps -- you may choke and that’s embarrassing (I mean, I have HEARD that’s embarrassing...I’ve never had it happen. Ahem....). 

  • Stand up and strike a superhero stance. Hands on hips, feet apart. Just stand like that for a few minutes. 

  • Shake out your hands. For some reason, it feels like nervousness gets shaken off as well. There’s probably some science behind this. 

  • If you are still nervous and your voice shakes or gets weird, don’t worry about it. Sometimes it is kind of charming to have someone be nervous when they call you. Don’t use it as manipulation, but let it be.

  • If you have an application that records your calls (and if that's allowed in your state), go ahead and record your conversation -- you may have to ask them if that’s okay first. If you don’t record the conversation, at least take notes. Add any notes to your funder profile. 

  • Action steps. Before you end the call, outline any action steps or suggestions they have given you and have them confirm them. 

  • Say thank you and hang up. Ending a call is sometimes hard. Practice how you will say thank you and goodbye.

• Follow up. Even if they aren’t interested in your organization, send them a follow up thank you. This can be an email or text but I recommend sending a handwritten thank you card in the mail. Getting those is so rare these days that it can stand out in their minds.