Securing donor meetings can be one of the most difficult tasks a fundraiser faces. 

Donors are people. They get busy and have commitments. They’re also getting outreach from businesses, friends, colleagues, and many other nonprofits. Cutting through that noise requires strategy, persistence, and clarity.

At AmPhil, we tell fundraisers that it usually takes five to seven times tries to reach a donor. That means you need a plan, a personal touch, and the patience to follow through.

Here’s how to secure a donor meeting and what to do before and after to build lasting relationships that strengthen your organization.

Be Persistent and Creative in Your Outreach

It’s pretty rare to get a donor meeting on the first try. Often, fundraisers give up after one or two attempts, but research and experience show it usually takes several rounds of outreach before securing an actual meeting with a donor.

Donors often use different ways to communicate. Some people might check their emails, while others might not see them at all. To make sure you reach more donors, it’s a good idea to use different ways to contact them.

A few methods of outreach are:

• Phone calls
• Emails
• Text messages
• Handwritten notes

Each channel offers a different opportunity to stand out. A handwritten note, for example, often cuts through the digital clutter and leaves a personal impression. Learn more about effective direct mail and digital fundraising strategies.

The real key is persistence. Stay professional, respectful, and consistent until you connect. And, as we said above, it usually takes five to seven times of outreach before getting to sit down with a donor.

Keep Your Request Clear and Concise

Once you reach out, get straight to the point. You don’t need to give a full overview of your organization in your first message. Instead, be clear about:

• Why you want to meet
• What you hope to discuss
• When you’re available

Offering a few specific dates and times goes a long way in helping a donor agree to a meetup.

For example:

“Would you be available to meet on Tuesday or Thursday morning next week? I’d love to share how your past support has helped us and discuss what’s ahead.”

Being concise and direct shows respect for the donor’s time and increases your chances of getting a response.

Do Your Research Before the Meeting

Once a donor agrees to meet, your preparation begins.

Invest your time in research:

• Use donor research tools like iWave or DonorSearch to understand where the donor has been philanthropic in the past.
• Look up their LinkedIn profile or social media presence to get a sense of their interests and values.
• Review their giving history with your organization (if applicable).

Doing your homework makes sure the conversation feels personal and relevant and not generic. Explore our donor research services for deeper insights.

Handling "No" Gracefully

Even after thoughtful outreach and a great conversation, sometimes a donor says “no.” That’s okay, and it’s not the end of the relationship.

Unless the donor explicitly tells you they’re not interested, treat a no as a “not right now.”

Follow up by asking:

“When would be a good time to reconnect about this opportunity?”

It might be three months or six months later. Donors’ circumstances and priorities change, and staying in touch keeps your organization at the top of their mind.

You should also take a moment to reflect:

• Was the ask too large?

• Was the relationship not yet strong enough?

• Did you communicate the vision clearly?

Reflection and determining what factors were at play will help you to approach the next opportunity even better prepared.

After a Successful Donation

When a donor says “yes,” your next step is just as important.

Follow up immediately:

• Send a thank-you email or text to memorialize the conversation.

• Reiterate what was discussed (“Thank you so much for meeting with me today and for your generous $100,000 gift commitment.”).

• Answer any remaining questions or provide additional documentation if needed.

It's also extremely important to make the giving process easy. If the donor plans to give through a donor-advised fund or stock transfer, provide a simple “Ways to Give” one-pager with clear instructions.

After the gift is received, continue to cultivate the relationship. Send prompt thank-you's, keep the donor informed about their impact, and follow your stewardship plan before making your next ask. For more on major gift fundraising, see our article "Major Gifts Fundraising: A guide to major donor strategy".

Conclusion

Building strong donor relationships takes time, effort, and intentionality. By being persistent in outreach, clear in communication, prepared in meetings, and thoughtful in follow-up, fundraisers can turn initial conversations into lasting partnerships.

In the end, securing a donor meeting is about connecting, not selling. When you show genuine interest, gratitude, and preparation, donors will want to be part of your mission for the long term. For more on donor meetings, check out our article "5 Tips for a Successful Donor Meeting".

Frequently Asked Questions

How many times should I reach out to a donor before moving on?
Typically, it takes five to seven outreach attempts to reach a donor. Don’t give up after one or two. Use different channels to increase your chances.

What’s the best way to follow up after a donor says no?
Stay gracious and professional. Ask when would be a good time to reconnect and continue keeping them in the loop about your organization’s impact.

How do I research a donor before a meeting?
Use donor research tools like iWave or DonorSearch, and review their online presence and giving history to tailor your approach.