Getting a Donor Meeting: “They’re not returning my calls.”
Most fundraisers either avoid voicemail entirely or leave messages that end with “please give me a call back!” and then wait. The callback rarely comes — not because the donor isn’t interested, but because the voicemail didn’t make it easy enough or give a clear enough reason to respond.
What’s really going on
- “Leaving voicemails feels pointless — nobody calls back.”
- “I’ve left two messages and I don’t want to seem like I’m hounding them.”
- “I don’t know what to say that won’t sound like a fundraising call.”
Voicemail lets the donor hear what an email can’t convey — your seriousness, your enthusiasm, your genuine care. It’s underused in fundraising precisely because it feels uncomfortable, which means the fundraisers who use it well stand out. The key is removing the friction from the response — don’t assume they’ll call you back. Tell them you’ll follow up another way.
What not to do
Don’t end with “please give me a call back.” Most people won’t, even if they want to. Returning a call requires remembering to do it at a time when both people are available. It’s more friction than most people will absorb from a voicemail.
Don’t leave a long message. If you’re still talking after 30 seconds, they’ve stopped listening.
Don’t call repeatedly without leaving a message. Multiple calls with no voicemail looks like spam from a number they don’t recognize.
Don’t say “Oh! I didn’t expect you to answer.” You are the one who called. You should be ready for both outcomes — an answer and a voicemail. If they pick up and you’re caught off guard, it signals the call was halfhearted. Have your opening line ready before you dial, every time.
Before you start: batch your calls
Most of us have an inner resistance to making phone calls. The solution isn’t willpower — it’s batching.
Instead of making one call, make five or ten in a row. Once you push through the initial inertia, the calls get easier. There’s another benefit too: your first voicemail or two will probably sound a little stiff. By the fifth or tenth, you’ll have hit your stride. The donors who get those later calls get a noticeably better message.
Block 30–45 minutes, close your other tabs, and make your calls in sequence. It works better than spreading them across the week.
What to say
Before you dial: smile. Stand up if you can. Your energy on that voicemail should match what it would be if they’d answered — because sometimes they do. A bored or exhausted voicemail signals that the relationship isn’t worth your full attention. It is. Sound like it.
The structure: your name and number first, why you’re calling (brief and relational, not organizational), what happens next — which is that you will follow up, not that they need to. Then your name and number again at the end.
Why number first? If they want to call you back, they shouldn’t have to replay the entire message to find your number. Give it at the start so they can write it down immediately, then again at the end as a courtesy.
“Hi [Name], this is [Your name] from [Organization] — my number is [number]. I’m calling because I’d love to find 20 minutes to connect sometime this month — nothing urgent, I just want to stay in good relationship with you and share a quick update on what we’ve been working on. I’ll follow up with an email as well. Again, I’m [Your name] at [number]. Thanks, [Name] — talk soon.”
The follow-up email
Send it the same day, as promised. Opening with “As I promised in my voicemail” is a small but meaningful signal — it tells the donor you do what you say you’ll do. That’s the beginning of trust.
Subject: Following up on my voicemail
Hi [Name],
As I promised in the voicemail I just left — I’d love to find 20 minutes to connect in [month]. Happy to work around your schedule.
[Your name]
Now they have two lightweight touch points and no pressure to call you back under time constraints. Most people are finding it takes six to twelve attempts to reach someone — Marc’s clients are often closer to eleven or twelve. So keep at it. The pleasant persistence is worth the effort.
For a complete multi-touch sequence — emails, calls, texts, LinkedIn, even a handwritten note — see the Pleasantly Persistent Follow Up Formula. And if you’re wondering how many times is too many, Marc answers that directly: How many times should you follow up a fundraising ask?
AI prompt
I need to write a short voicemail script and a follow-up email to send right after. I’m trying to schedule a meeting with a donor who hasn’t been responding. Here’s the context:
- Donor description (no real name): [e.g., “a mid-level donor who has given for three years; we’ve met once in person”]
- Purpose of the meeting: [e.g., “Relationship check-in before our fall campaign”]
- What they care about (if known): [any relevant interests or context]
Write me: (1) a 30-second voicemail script that includes my name and number at both the start and end, doesn’t end by asking them to call back, and promises a follow-up email; and (2) a short follow-up email (under 80 words) I can send the same day that opens with “As I promised in my voicemail.” Both should feel warm and low-pressure.
Privacy note: Describe your donor generally rather than using their real name. Don’t include sensitive personal details or information shared in confidence.