How to make a follow-up call to a donor after sending a fundraising letter

Follow-up calls to direct mail appeals or some special events may secure additional donations for your organization. But what are you saying?

If you are new to the world of fundraising, you may not feel comfortable calling a donor over the phone. Don’t worry, they don’t bite! Most donors are a pleasure to chat with, especially if they really care about your organization.

Here’s a sample script you can use to make follow-up calls after sending a fundraising letter in the mail.

Start with the obvious:

“Hello, I am (your name) and I am (your position) in (your organization). We sent you a letter a few weeks ago and I will call you to see if you received it.”

The answer could be ‘yes, we got it’, ‘no, we didn’t’ or ‘what letter?’ Say something below that reflects the content of the letter.

“As I mentioned in the letter, we have had a dramatic increase in requests for our services. We are asking our supporters to make a gift to help us continue to provide services and meet the increased demand.”

Then listen.

You may need to tell them how to send a gift (in other words, be ready with the address). Listen to the clues that they don’t want to receive future requests, then obviously jot down a note in their database. Also take note if they say yes they will send a gift. Offer to send them an engagement reminder if they need it.

Thank them for their time and for their continued support of your organization.

That is all!

Once you make a few calls, you will learn to talk to donors and find a rhythm for yourself on the phone.