Donor thank-you call script
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Thank-you call script

Before you call: check the donor's name (and how to pronounce it), the amount and date of their gift, what it was for, and any notes from earlier contact.

Opening

"Hi, is this [DONOR NAME]? This is [YOUR NAME]. I'm [a board member / a volunteer / the director] at [ORGANIZATION NAME]. Do you have two minutes? I'm calling just to say thank you. I'm not asking for anything."

If it's a bad time: "No problem at all. I'll let you go. Thank you so much for your gift."

Thank you

"We received your gift of $[AMOUNT] [last week / on DATE], and I wanted to thank you personally. It really matters to us."

What the gift does

"Gifts like yours [WHAT THE GIFT HELPS DO, FOR EXAMPLE: KEEP OUR FOOD PANTRY OPEN ON SATURDAYS]. Just last week, [ONE SHORT, TRUE STORY OR RESULT, WITH NO IDENTIFYING DETAILS]."

One question

"Can I ask what made you decide to give?"

[LISTEN. RESPOND WARMLY. NOTE WHAT THEY SAY.]

If they have a question you can't answer

"That's a great question. I don't want to guess. Can I have [NAME] get back to you by [DAY]?"

Close

"Thank you again, [DONOR FIRST NAME]. We're so glad you're with us. Have a great [day / evening]."

Voicemail

"Hi, [DONOR FIRST NAME], this is [YOUR NAME] from [ORGANIZATION NAME]. I'm calling just to say thank you for your gift. It helps us [WHAT THE GIFT HELPS DO]. There's no need to call back. We're very grateful. Have a great day."

Call log

| Donor | Phone | Date called | Reached / voicemail / no answer | What they said | Follow-up needed | Caller |
|---|---|---|---|---|---|---|
| [NAME] | [PHONE] | [DATE] | [RESULT] | [NOTES] | [FOR EXAMPLE: SEND PROGRAM UPDATE; DO NOT CALL] | [NAME] |
| [NAME] | [PHONE] | [DATE] | [RESULT] | [NOTES] | [FOLLOW-UP] | [NAME] |
| [NAME] | [PHONE] | [DATE] | [RESULT] | [NOTES] | [FOLLOW-UP] | [NAME] |

Return the completed log to [NAME] by [DATE], so notes can be added to the donor records.