What's the best way to follow up with donors after submitting a proposal?

1 Why follow up is important

Following up with donors after submitting a proposal is not only a courtesy, but also a strategic move. It shows that you care about their feedback, that you're confident in your proposal, and that you're eager to work with them. It also gives you an opportunity to address any questions, concerns, or objections they might have, and to remind them of the value and impact of your project. By following up, you can also gauge their level of interest, their timeline, and their decision-making process, and adjust your communication accordingly.

2 How to follow up effectively

When following up with donors after submitting a proposal, there is no one-size-fits-all formula, but there are some general guidelines to keep in mind. It's important to follow up within a reasonable timeframe, but not too quickly or too late. Additionally, make sure you follow up with the right person who has the authority to approve the proposal. Furthermore, select an appropriate method of communication that is professional, polite, and respectful. Lastly, craft a message that is clear and concise, customized to the donor's specific needs and roles. It should restate the main points of your proposal, highlight the benefits and outcomes for the donor, and include a call to action. Express your enthusiasm and gratitude as well as invite them to ask any questions or share any feedback.

3 How to avoid common mistakes

When following up with donors after submitting a proposal, there are some mistakes to avoid. Firstly, don't follow up too often; respect the donor's time and space and adjust your frequency accordingly. Secondly, don't send generic or irrelevant messages; make your follow up messages personal, relevant, and engaging. Lastly, don't follow up with negative or defensive messages; be positive, respectful, and solution-oriented. Don't complain or blame the donor for taking too long, or for not responding. Don't argue or criticize their feedback, or challenge their objections. Don't make assumptions or accusations, or imply that they owe you anything. Show your interest without pressuring the donor by sending them information that is related to your proposal and that they don't already know.

4 How to handle rejection or silence

Sometimes, despite your best efforts, you might not get the response from the donor that you were hoping for. If they reject your proposal, don't take it personally. It is important to thank them for their time and consideration, and ask them for their reasons and feedback. Understanding their perspective and learning from their comments is essential. Additionally, it is important not to burn any bridges and keep the door open for future opportunities. You can also ask if they would be interested in a different project or if they could refer you to another donor. If they do not reply to your follow up, do not give up. Try to reach out through a different method or person. Find out if they have received your proposal and if they have any questions or concerns. Be persistent, but not pushy. After a reasonable period of time, if you still don't hear from them, it might be best to move on and focus on other prospects.

5 How to celebrate success

If you receive a positive response from the donor and they accept your proposal, congratulations! You deserve to celebrate your success. Don't forget to thank them sincerely and promptly, expressing your appreciation and confirming the details and next steps of your partnership. Additionally, it's important to keep them informed and involved in the progress of your project. Invite them to see it in action, ask for their input and feedback, and make them feel valued and appreciated. If they are satisfied with your work, you can even ask them for referrals or testimonials to expand your network and reputation. Following up with donors after submitting a proposal is essential, as it can make or break your chances of securing their support. By following these best practices, you can increase your odds of success and maintain an ongoing conversation with them.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?