QUESTION: What should I do when I call potential donors but only reach their voicemail? Should I leave a message? If yes, whats a good “script.”
MY ANSWER: Great question. Years ago, the norm was to not leave a voicemail the first couple times. Only maybe on the third attempt.
But now with caller ID and cellphones, people tend to know you’ve called. So I’m not convinced formulaic answers work anymore. So I play it by ear. Sometimes I leave a message on the first attempt. Other times I wait for a few attempts.
If you choose to leave a message, here are some tips for when you do:
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Clearly state your name, your organization, and your number, right at the start.
Too often we leave a message, sometimes even rambling. Our number only comes the very end. And we say it super fast. This forces the person to listen to the entire message repeatedly in order to write the number down.
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Then state the purpose of the call.
“I am calling to update you on _____. I’ll try back in a few days.”
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Then repeat who you are, who you represent, and what your number is.
I always add: “if email is easier, my email is _____” spelling out tricky parts of the email.
All of this takes less than 30 seconds. (Really, I just timed it.)
Bonus Tips
When leaving your number, memory experts suggest grouping the number in memorable ways. I say:
“My number is three-one-seven, two-ninety-six, seven-eight-eight-six. That is three-seventeen, two-nine-six, seventy-eight, eighty-six.”
Also, saying “I’ll call you in a few days” sets you up for “pleasant persistence.” Now when you call back, you’re not bugging them. You’re not being a hassle. You are simply being a person of integrity. You promised to follow up with them in a few days.
That may seem like word play. But try it. You’ll be amazed at how much better you approach the follow up calls!
Any Others?
Those are my tips. What tips do you use? Tell us in the comments!
I would like examples of a good letter of when we ask for a donation. I know it can’t be long and I know you have to grab the readers attention in the first line. Can you send me examples?
Good for you, Nancy. Direct mail is important. Have you searched this site for fundraising letters? There are no “magic” opening lines. But there are great strategies for you to use. You can see those posts here: https://fundraisingcoach.com/?s=fundraising+letters
Another is at: https://fundraisingcoach.com/fundraising+letters/
Hi Marc
Clicked onto your link and read the above article. Thought I would point out you put your number in (or the example of your number) incorrectly. The first says it ends in 86 and the second 84.
Kind Regards, Carole
Thanks! Both are me. One is just the main line. Good catch though. I’ll fix it!
Oy! I see now. That would’ve been VERY confusing to the person receiving the message. Thanks for pointing it out!
Who should make the call? Our ED established the relationship. How should another staff person or board member make the call or leave a message?
It’s really important that others communicate with the donor. Especially in expressing thanks. That helps the donor relationship be with the organization, not just the ED. The script above would be fine. If the ED agrees, the caller could say “[ED’s name] asked me to call you.”