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 can secure additional donations for your organization. But what do you say?

If you are new to the world of fundraising, you might be uncomfortable calling a donor on the phone. Don’t worry – they won’t bite! Most donors are delightful 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 through the mail.

Start with the obvious:

“Hi, this is (your name) and I’m the (your title) at the (your organization). We mailed you a letter a few weeks ago and I’m calling to see if you got it.”

Response could be ‘yes, we got it’, ‘no we didn’t’ or ‘what letter?’ Say something next that reflects the contents of the letter.

“As I mentioned in the letter, we’ve had a dramatic increase in request for our services. We’re 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 for clues that they don’t want to receive any future solicitations, then obviously make a note in your database. Also make a note if they say yes, they’ll send a gift in. Offer to send them a pledge reminder if they need it.

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

That’s it!

Once you make a few calls, you’ll get the hang of talking with donors and find a rhythm for yourself on the phone.