First meetings with planned giving prospects don’t have to be a daunting experience. With proper preparation, you can come away with useful information that may eventually lead to a significant gift.

Step One: Gather Information.

Learn as much about the person as you can from your own files, from staff and volunteers who may know them and from public sources. Useful information includes:

• Approximate age.
• Marital/family status.
• Educational background.
• Giving history at your organization.
• Any recent contacts in your donor files.

Step Two: Make the Appointment.

Here are some general guidelines:

• Mention that you will be in the area and would like to stop by for a visit.
• Tell them you would like to bring information regarding current developments at your organization.
• Always confirm in writing once the appointment has been made.

Step Three: Have the Meeting.

The main goal here is to get acquainted, not to walk away with a gift commitment or even a request for a proposal. Planned giving prospects tend to be older, so speak clearly and slowly and do not take notes during the meeting—this is a time to listen.

A second goal is to find out:

• The important people in the prospect’s life, their names, approximate ages and relationships.
• What property does the person own (e.g., securities, real estate, life insurance, retirement plans, a special collection)?
• Do they have an estate plan?
• The names of the person’s attorney, accountant, gift planner and other advisors.
• Which other charitable organizations they support.

Step Four: Summarize and Follow Up.

As soon as possible, you should prepare a summary of the interview and add it to the donor’s record. Once you are back in the office, immediately send a thank-you letter and mention any other information discussed in your meeting.

These donor meetings can be one of the most rewarding aspects of a gift planner’s job. They are the important first step towards nurturing relationships that may eventually yield a significant planned gift.