September 2025

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Key Components of a Stewardship Report

Stewardship Report

Once a major gift has been received, the relationship between donor and organisation enters a critical phase: stewardship. One of the most powerful tools a philanthropy officer can use during this phase is the stewardship report—a document that illustrates transparency, demonstrates impact, and reinforces the value of the donor’s contribution. Done right, a stewardship report makes the donor feel informed, valued, and inspired to continue their philanthropic journey with your organisation.

Here are the key components every philanthropy officer should include in a stewardship report for a major gift donor:

1. Personalised Opening and Gratitude

Begin the report with a heartfelt, personalised message that:

  • Thanks the donor sincerely for their contribution
  • Recaps the purpose and designation of the gift
  • Expresses the organisation’s appreciation in human, not transactional, terms

This sets the tone and reinforces the relationship.

Example:
“Thanks to your extraordinary generosity, our Women’s Shelter Program has expanded its reach this year, providing safety and support to over 200 women and children fleeing violence.”

2. Gift Summary and Purpose

Include a clear summary of:

  • The amount of the gift
  • The date it was received
  • Its intended designation (e.g., capital campaign, program support, endowment)

Reaffirming the details gives transparency and demonstrates stewardship integrity.

3. Impact Highlights

This is the heart of the report. Share how the donor’s gift made a difference:

  • Quantitative data: KPIs, outputs, reach, financial outcomes
  • Qualitative stories: Case studies, beneficiary stories, testimonials
  • Milestones achieved: Project launches, new hires, expansions, completions

Avoid vague generalities—offer specific, credible, and meaningful outcomes.

4. Visual Elements

Include charts, photos, and infographics to bring the impact to life:

  • Before-and-after images
  • Program delivery snapshots
  • Infographics showing scale or reach
  • Budget breakdown pie charts (if appropriate)

People process visuals faster than text—use them to reinforce your message.

5. Quotes from the Field

Where possible, include direct quotes from:

  • Program beneficiaries
  • Frontline staff
  • Organisational leadership

This gives the report authenticity and connects the donor to real voices impacted by their generosity.

6. Leadership Acknowledgement

Include a message or quote from the CEO, Board Chair, or Head of Programs:

  • Reinforcing gratitude
  • Sharing vision for what’s next
  • Offering to connect directly if the donor has questions

This elevates the importance of the gift and affirms its role in the broader mission.

7. Future Outlook or Next Steps

Provide a look ahead:

  • Upcoming plans for the funded program
  • New initiatives launching as a result of their support
  • Opportunities for continued involvement (advisory groups, events, volunteer roles)

This transitions the donor from being a one-time supporter to a long-term partner.

8. Recognition Summary (If Applicable)

Briefly confirm how the donor has been or will be recognised:

  • Public acknowledgements
  • Naming rights
  • Inclusion in honour rolls or donor walls

If the donor requested anonymity, confirm that this has been respected.

9. Call to Continue the Conversation

End the report by extending an invitation:

  • To meet with the program lead
  • To tour a site or attend a donor event
  • To provide feedback or ask questions

This keeps the engagement active and builds momentum for future giving.

10. Professional Presentation and Timely Delivery

Finally, ensure the report:

  • Is branded professionally with your logo and colours
  • Is concise—ideally 2–4 pages or a short slide deck
  • Is delivered within 6–12 months of the gift (or more frequently for multi-year gifts)
  • Is recorded in your CRM with follow-up scheduled

Avoid delays—timely stewardship reinforces trust and professionalism.

A stewardship report is more than a thank-you—it’s a demonstration of impact, a gesture of accountability, and a step toward deeper partnership. For philanthropy officers, it’s one of the most tangible ways to retain major donors, show respect for their generosity, and invite future investment.

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Key Components of a Stewardship Plan

Stewardship Plan

Securing a major gift is a milestone. Keeping that donor engaged and feeling deeply connected to the mission is what ensures future giving, advocacy, and long-term partnership. That’s where stewardship comes in—not as an afterthought, but as a strategic, intentional process. A well-structured stewardship plan ensures major donors feel valued, see the impact of their gift, and remain inspired to give again.

Here are the key components every philanthropy officer should include in a stewardship plan for a major gift donor:

1. Donor Profile and Gift Summary

Start by clearly documenting:

  • Donor’s name and contact details
  • Gift amount, date, and designation
  • Type of gift (e.g. one-time, pledge, DAF, in-kind)
  • Any specific donor expectations (recognition preferences, reporting requirements)

This creates a foundation for all future stewardship activities.

2. Stewardship Goals

Define what you aim to achieve through stewardship. These goals might include:

  • Deepening the donor’s emotional connection to the cause
  • Demonstrating transparency and accountability
  • Positioning the donor for future support or involvement
  • Encouraging donor advocacy or peer influence

Goals should align with your broader donor engagement and retention strategy.

3. Recognition Plan

Determine how the donor will be acknowledged, ensuring it’s appropriate and aligned with their preferences:

  • Public recognition: Annual reports, newsletters, website, donor wall
  • Private recognition: Handwritten notes, personal calls from leadership
  • Naming rights or other formal honours

Some donors seek public visibility; others prefer discretion. Tailor accordingly.

4. Impact Reporting

Major donors want to see their investment at work. Create a plan to report outcomes, such as:

  • Narrative updates on the funded program
  • Metrics and key performance indicators (KPIs)
  • Quotes or stories from beneficiaries
  • Photos or videos of the project in action

Reporting should be timely, engaging, and mission-focused—not just administrative.

5. Communication Calendar

Develop a 12–18 month schedule of planned touchpoints, which may include:

  • Quarterly or biannual progress updates
  • Annual thank-you call or donor briefing
  • Invitations to events or site visits
  • Special notes on birthdays, holidays, or gift anniversaries

Use a CRM to track and schedule these activities, ensuring consistency and follow-through.

6. Leadership Involvement

Determine when and how organisational leadership should be involved:

  • CEO or Board Chair thank-you call
  • Personalised message from program staff
  • Inclusion in strategic briefings or closed-door donor forums

Major donors appreciate access and insight—leverage leadership thoughtfully.

7. Opportunities for Deeper Engagement

Include steps to foster stronger donor connection, such as:

  • Invitations to volunteer or serve on a committee
  • Involvement in donor advisory groups or giving circles
  • Personalised tours or behind-the-scenes program access
  • Speaking opportunities (if the donor is a community leader)

Engagement keeps donors emotionally invested beyond their initial contribution.

8. Planned Future Asks (Soft Positioning)

While stewardship is not solicitation, it’s wise to consider long-term potential:

  • Would this donor be open to a multi-year pledge?
  • Is there a planned giving discussion on the horizon?
  • Are they a prospect for a future capital campaign?

Track indicators and plan soft engagement around future opportunities—without rushing.

9. Documentation and CRM Entry

Log the full stewardship plan and all related activities in your CRM:

  • Scheduled actions and follow-up reminders
  • Copies of reports sent and events attended
  • Notes from conversations or feedback received

This ensures continuity across staff and safeguards the donor relationship.

10. Evaluation and Adjustment

Periodically assess whether the stewardship efforts are effective:

  • Has the donor responded positively?
  • Are they more engaged or referring others?
  • Do they express satisfaction with reporting and recognition?

Be prepared to adjust the plan to better suit the donor’s evolving needs and interests.

Major gift stewardship is not a checkbox activity—it’s a curated, personalised journey that reflects the donor’s impact and your organisation’s integrity. When done well, it leads to stronger relationships, increased giving, and donor advocacy. For philanthropy officers, a strategic stewardship plan is as important as the cultivation and solicitation strategy that came before it.

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Key Components of a Contact Report

In major gift fundraising, every donor interaction is a valuable step toward a meaningful relationship—and the contact report is the permanent record of that step. For philanthropy officers, a well-written contact report does more than capture who said what; it becomes institutional memory, strategic intelligence, and a roadmap for next steps.

Poor or missing contact reports lead to gaps in continuity, lost opportunities, and confusion across teams. Strong, timely reports ensure colleagues, executives, and successors have the information needed to advance the relationship.

Here are the key components every philanthropy officer should include in a contact report after meeting with a prospect:

1. Date, Type, and Format of Contact

Clearly state:

  • Date of the meeting
  • Contact type: e.g. In-person meeting, Zoom, phone call, event conversation
  • Duration of the interaction
  • Location: e.g. Prospect’s office, coffee shop, virtual, event venue

This sets the context for the conversation.

2. Participants

List all individuals present, including:

  • Internal staff (title and role)
  • External attendees (spouse, assistant, peer donor, etc.)

This helps future interactions reflect who was involved in relationship-building.

3. Purpose of the Meeting

Summarise why the meeting was scheduled. Examples:

  • Introduction to the organisation
  • Program update
  • Cultivation touchpoint
  • Solicitation conversation
  • Stewardship follow-up

Defining the intent shows whether the objective was met.

4. Summary of Discussion

This is the heart of the report. Capture:

  • Key points raised by the prospect
  • Questions or concerns expressed
  • Level of interest in specific initiatives or programs
  • Responses to stories, impact updates, or materials shared

Avoid a transcript-style write-up—summarise in clear, concise paragraphs while preserving nuance and tone.

5. Insights Gained

Record what you learned, including:

  • Philanthropic motivations
  • Capacity and inclination signals
  • Personal or professional updates
  • Family dynamics
  • Preferred communication styles

These details feed into future cultivation and solicitation strategies.

6. Gift Discussion Details (if applicable)

If a gift was discussed, note:

  • Amount or range mentioned
  • Project/fund of interest
  • Timing considerations
  • Giving vehicle (e.g. cash, DAF, shares, bequest)
  • Recognition preferences or restrictions

Even if the donor was non-committal, document their reactions and hesitations.

7. Donor Sentiment and Readiness

Include a qualitative read:

  • Enthusiastic, cautious, distracted, eager, non-committal?
  • Any signs of solicitation readiness?
  • Any red flags?

This helps calibrate next steps and avoid premature asks.

8. Next Steps

Be explicit about what happens next, including:

  • Internal actions (e.g. update proposal, schedule follow-up)
  • External steps (e.g. sending a thank-you note, sharing a case for support)
  • Assignments (who is doing what by when)

Use bullet points for clarity and accountability.

9. Attachments and Supporting Documents

Mention if you left behind or sent:

  • Collateral materials
  • Proposals or reports
  • Event invitations or other follow-up items

Also include any relevant files uploaded to the CRM.

10. Confidential Notes (Optional, Use Caution)

If needed, add sensitive information that informs future engagement:

  • “Donor is selling their business and may be more receptive in 6 months”
  • “Expressed dissatisfaction with past CEO—be careful referencing that era”

Use discretion and professionalism; don’t speculate or editorialise.

11. Timely Entry in CRM

Most importantly, enter the contact report into your CRM within 24–48 hours. Delays lead to lost details and lower data quality. The CRM is your organisation’s central memory—don’t keep information siloed in personal notebooks or spreadsheets.

A strong contact report is more than administrative housekeeping—it’s a strategic asset. It protects your organisation’s relationships, ensures continuity, and allows for coordinated, informed fundraising. For philanthropy officers, documenting meetings thoroughly and thoughtfully is a hallmark of professionalism—and one of the simplest ways to build long-term fundraising success.

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Key Components of a Solicitation Plan

Solicitation Plan

For philanthropy officers, a well-developed solicitation plan is the linchpin that turns thoughtful cultivation into tangible support. While many fundraisers focus heavily on relationship-building, the transition to asking for a gift requires a disciplined, strategic approach. Soliciting a major gift is rarely about one big ask—it’s the culmination of a deliberate plan that considers timing, players, messaging, and donor readiness.

Here are the essential components that every philanthropy officer should include in a solicitation plan:

1. Prospect Summary and Readiness Assessment

Begin with a succinct summary of the prospect, including:

  • Giving history
  • Affinity to your mission
  • Recent engagement and interactions
  • Philanthropic motivations
  • Wealth indicators and estimated gift capacity

Confirm that the prospect has been adequately cultivated and is ready to be asked. Indicators of readiness include active engagement, positive responses to previous touchpoints, and expressions of interest in your work.

2. Solicitation Goal

Set a clear and realistic gift goal based on:

  • Capacity and inclination
  • Similar giving to your organisation or others
  • Current campaign or programmatic needs
  • Past giving behaviour (if applicable)

Be specific. Is the ask $25,000 for a scholarship fund, or $100,000 over three years for a capital campaign?

3. Gift Designation and Impact

Define exactly what the gift will support and how it aligns with the donor’s interests. Include:

  • Project or fund designation
  • Case for support specific to that initiative
  • Quantified impact of the gift (e.g. “Your $50,000 will provide mentoring to 100 at-risk youth over two years”)

Personalising the impact helps the donor visualise the difference they will make.

4. The Ask Team

Determine who will participate in the solicitation:

  • Primary solicitor (often the philanthropy officer)
  • Organisational leader (e.g. CEO, Head of Programs)
  • Peer solicitor (another donor or board member)
  • Support staff (to manage logistics or follow-up)

Assign roles clearly, ensuring each person understands their contribution to the conversation.

5. Ask Method and Setting

Tailor the delivery method based on the donor’s preferences and the size of the ask:

  • Face-to-face (ideal for major gifts)
  • Zoom or phone (acceptable when geography limits in-person)
  • Written proposal with follow-up call
  • Formal event setting or private meeting

Choose a comfortable, non-threatening environment for the conversation—often at the donor’s office, home, or a neutral site.

6. Timing

Timing can make or break a solicitation. Consider:

  • The donor’s personal calendar and financial planning cycle
  • Organisational readiness to accept and manage the gift
  • Campaign timelines or fiscal year deadlines

Avoid holidays or times when the donor may be distracted. Respect their rhythm.

7. Solicitation Materials

Prepare a tailored proposal or presentation that may include:

  • A personalised case for support
  • Financials or budget overview
  • Recognition opportunities
  • Tax deductibility and giving vehicles (e.g. donor-advised funds, bequests, multi-year pledges)

Avoid generic brochures—this is a high-touch, bespoke process.

8. Objections and Questions Anticipation

Map out possible donor concerns or objections, and prepare answers in advance:

  • Why should I give this much?
  • How will the money be used?
  • How is the organisation financially managed?
  • What if I want to give differently (structure, timing, etc.)?

Anticipating and addressing concerns builds trust and shows professionalism.

9. Recognition Strategy

Outline how the donor will be acknowledged if they give:

  • Naming opportunities
  • Public or private recognition
  • Exclusive donor briefings or insider updates
  • Stewardship plan (see separate blog post on that)

Recognition should be aligned with the donor’s preferences—not every donor wants their name on a wall.

10. Next Steps and Follow-up Plan

Plan what will happen after the solicitation, whether the donor says yes, no, or maybe:

  • Who will follow up and when?
  • How will you document the response?
  • What will you send (thank-you letter, pledge form, updated proposal)?
  • What are your internal processes for tracking the outcome?

Timeliness and professionalism post-ask are just as important as the ask itself.

Soliciting a major gift is not guesswork—it’s the outcome of thoughtful planning and precise execution. A strong solicitation plan gives the philanthropy officer—and the entire organisation—a roadmap to success. By focusing on the donor’s interests, setting clear objectives, and managing the process with professionalism, you can turn intent into action and relationships into meaningful investments.

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Key Components to Include in a Cultivation Plan

Successful major gift fundraising is rarely spontaneous. It is the result of a well-researched, meticulously crafted, and consistently executed cultivation plan. For philanthropy officers, creating and following a thoughtful cultivation plan is essential to move prospects through the donor pipeline—from identification to solicitation and stewardship. Here are the key components every philanthropy officer should include in a cultivation plan to maximise engagement and giving potential.

1. Prospect Profile

Start with a comprehensive profile that includes:

  • Biographical information: Age, profession, family details, affiliations
  • Giving history: Past gifts to your organisation and others
  • Wealth indicators: Estimated capacity, assets, publicly available financial info
  • Affinities and interests: What causes matter to them?
  • Connections: Who do they know within your organisation or network?

This sets the stage for informed and strategic engagement.

2. Cultivation Goals

Define what success looks like for this particular prospect. Is it:

  • Securing an initial face-to-face meeting?
  • Inviting them to join a giving circle or attend an event?
  • Moving them to the solicitation stage for a specific gift?

Setting specific, measurable objectives helps guide your strategy.

3. Engagement Timeline

Lay out a realistic 3- to 12-month timeline with key touchpoints. These might include:

  • Personal meetings
  • Event invitations
  • Mission-based experiences (e.g. program site visits)
  • Phone calls or handwritten notes
  • Impact updates or insider briefings

Stagger interactions to avoid overwhelming the prospect while maintaining consistent contact.

4. Team Roles and Responsibilities

Determine who is best positioned to build rapport. It may not always be the philanthropy officer. Include:

  • CEO or Executive Director
  • Board member
  • Program staff
  • Peer donor or ambassador

List who will engage the prospect at each step and what their role is.

5. Key Messages and Talking Points

Tailor your messaging around:

  • Organisational mission and impact
  • Specific programs aligned with the prospect’s interests
  • Case for support, including outcomes and needs

Ensure the messaging resonates with the prospect’s values and philanthropic motivations.

6. Engagement Methods

Consider a mix of touchpoints, including:

  • Email updates or newsletters
  • Phone check-ins
  • Personalised video messages
  • Invitations to donor briefings, tours, or cultivation events

Use varied formats to deepen the relationship and keep the communication fresh.

7. Prospect Feedback and Intelligence

Document responses and insights gained through each interaction:

  • What excited them?
  • What concerns were raised?
  • Any hints about timing, giving interest, or decision-making process?

This qualitative intelligence informs your next move and strengthens your ask later on.

8. Readiness Assessment

Periodically assess whether the prospect is showing signs of readiness:

  • Are they asking specific questions about funding needs?
  • Have they attended multiple events or engaged deeply?
  • Are they responsive and open to ongoing dialogue?

When readiness indicators are met, begin preparing for the solicitation phase.

9. Next Steps and Tactics

Always know what comes next. After every interaction, outline:

  • The follow-up action
  • Who is responsible
  • When it will happen

This keeps the cultivation plan active rather than passive.

10. CRM and Documentation

Log all actions, notes, and insights in your CRM. Accurate, up-to-date documentation:

  • Maintains continuity across staff
  • Allows for reporting and forecasting
  • Supports transition in case of staff turnover

Avoid keeping plans “in your head” or in private spreadsheets. Transparency and consistency are key.

Cultivating major gift prospects is both an art and a science. A well-crafted cultivation plan is a dynamic tool—adaptable, strategic, and personalised. For philanthropy officers, the goal is not just to manage a relationship but to meaningfully connect a donor’s values to your organisation’s mission. With these key components in place, you can confidently build trust, inspire generosity, and ultimately secure transformational support.

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Why Nonprofit Professionals Must Mind Their Social Media Footprint

Social media footprint

Think Before You Post

In today’s hyper-connected world, your social media footprint is more than just a highlight reel of personal milestones or a place to sound off on current events. For nonprofit professionals, it’s increasingly becoming part of the recruitment vetting process. Whether you’re a seasoned CEO or an early-career development officer, what you post, like, comment on, and share online speaks volumes to prospective employers.

Your Digital Reputation Precedes You

Social media is often the first place hiring managers go after reviewing a CV. Before you’re called for an interview—sometimes even before your cover letter is read—employers may scan LinkedIn, Facebook, Instagram, X (formerly Twitter), and even TikTok to form an impression. And in the nonprofit sector, where mission, integrity, and reputation matter deeply, your digital persona can help—or hinder—your career prospects.

This isn’t about being sanitized or inauthentic. It’s about being smart.

Why It Matters More in the Nonprofit Sector

Nonprofits rely on public trust, donor confidence, and often operate under tight scrutiny from boards, regulators, and media. A staff member whose online behavior is perceived as controversial, offensive, unprofessional, or divisive can reflect poorly on the entire organisation. That’s why employers are increasingly vetting candidates’ online presence—not to suppress free speech, but to ensure alignment with values, professionalism, and judgment.

What Your Social Media Footprint Might Be Saying About You

Here are a few red flags that might raise concern:

  • Aggressive or offensive posts, even on personal accounts, can suggest poor conflict management or a lack of emotional intelligence.
  • Overly partisan or inflammatory political commentary, especially without context or civility, may be interpreted as a liability for mission-driven organisations that seek broad community support.
  • Excessive self-promotion or complaining about current or former employers could signal a lack of discretion or humility.
  • Inconsistencies between your professional claims and online behaviour (e.g., saying you’re passionate about philanthropy, but having no visible engagement in charitable or community causes).

Tips for Managing Your Online Footprint

  1. Google Yourself – Know what others will see. Check not just your social media but image results, blog posts, old forum comments, etc
  2. Audit Your Accounts – Review past posts with a critical eye. Delete or hide content that might be misinterpreted or is no longer reflective of who you are
  3. Set Boundaries – Use privacy settings wisely, but don’t rely on them completely. Assume anything online could become public
  4. Stay Aligned with Your Profession – Share or comment on sector news, promote causes you care about, and engage with peers and thought leaders. Show your values in action
  5. Be Thoughtful, Not Perfect – It’s not about being boring. It’s about showing good judgment, maturity, and alignment with the values you claim to hold

Authenticity With Accountability

Your social media footprint is part of your personal brand. In the nonprofit world, where credibility, empathy, and values are currency, your digital presence must reflect the same professionalism and heart you bring to your work. Think of your social media like a public reference—because that’s exactly what it’s becoming.

Before you post, ask: Would I be proud to stand by this if my future board chair, donors, or team saw it?

Because chances are—they already have.