The Art of the Phone Call: How to Stand Out With Funders
The Art of the Phone Call: How to Stand Out with Funders
Most of our communication happens by email, text, and online portals now, which makes a real conversation stand out more than ever. When you're a grant writer contacting a foundation or other grantmaker, a well-planned phone call is one of the best ways to make a meaningful connection.
There was a time when grantmakers didn't speak with organizations before the grant application was submitted, but times have changed. Today, many grantmakers invite nonprofits to contact them before submitting a grant proposal. Funders prefer to learn about your project in advance and provide feedback on your potential application. Of course, not every grantmaker is the same, but it is definitely worth trying to make contact. It will save you time and the grantmaker's time in the long run.
Here are some tips when reaching out to a potential funder by phone.
Table of Contents
Leave a short but detailed message
Leave a concise but detailed phone message.
Most funders receive dozens, if not hundreds, of phone calls every week. If you don't get a program officer on the phone right away, leave a message. Be sure to leave your name, phone number, email, and the elevator pitch for your organization or project. Speak clearly and slowly. Voicemail messages that don't include the right amount of detail are easy to ignore.
Make a plan to connect
Include a time during regular business hours when you can be reached, and mention that you'll call back in two days if you haven't heard from them. Follow up with an email that includes your contact information and a link to your organization's website. Making a plan to connect shows the grantmaker that you are serious about wanting to communicate with them and ultimately submit a grant proposal. Set the stage for a long-term relationship.
Don't drop the ball
If they call back and you miss the call, call them back within 48 hours and follow up with an email. Be persistent but respectful.
It's exciting when a grantmaker returns your call. You now have an opportunity to tell them about the project you are working on and get advice on submitting a grant application.
Once you've connected
Great news! Someone from the funder's office returned your call and is on the line! Take a deep breath. Grantmakers are people, too. In fact, I have found that program officers, the representatives of foundations, are knowledgeable and engaged. They want to hear about the work being done in the community.
At this point, it's helpful to have a list of questions ready. Make it clear that you have done your research and read the information available on their website, if they have one. Ask questions that build on what’s already publicly available.
Take a deep breath. Grantmakers are people too.
Try not to ramble. Take the time to listen as much, if not more than, you speak. Once the funder begins offering advice, take detailed notes. This information is like gold, and you'll want to refer back to it when you begin writing your grant.
If it turns out the funder isn't interested in your project, politely thank them for their time. Not every grantmaker is going to be the best fit for your project, and that's okay. The phone call just saved you a ton of time.
What to say, exactly
It never hurts to write down in advance what you plan to say when a funder does call back. Here's a framework for a couple of scenarios you're likely to encounter.
Before submitting a grant proposal
"I've looked at the information and guidelines on your website and have determined that a funding request for our youth development program is a good match for your [_____] program. I'm ready to submit a grant proposal and wonder whether there's anything specific I can include in the application that would be of interest to you and your colleagues."
After the grant proposal is submitted
Call after submission when you have news the funder would want to know, such as new funding for the project or a staffing change, rather than only to check in.
Even though you are disappointed, never argue a grantmaker’s decision.
"We submitted a grant proposal for our youth development program on [date], and we've had some news since then that I thought you'd want to know. We just received a $[amount] award from [funder] toward the project. I'm happy to answer any questions you have."
For more on what funders want to hear while your grant proposal is under review, read How to Follow Up on a Grant Application.
If your grant proposal is declined
"I received the declination letter and wondered whether you would be willing to spend a few minutes telling us how we could improve the proposal for next year."
You received a grant
"I just received your letter. Thank you! We're delighted to have an opportunity to work with you and your colleagues. What can we do to keep you informed about the project over the coming months?"
During the grant period
"I wanted to let you know that the youth development project you funded has received an additional grant from the ABC Foundation. We're delighted to have additional support for the project."
Never argue a decision
Even when you're disappointed, never argue a grantmaker's decision. Ever. If the funder's letter says they didn't fund you because your organization doesn't meet their guidelines, and you can show that you do, you might mention it, but don't push it. By then the money has likely been committed to another project, and arguing will only ensure that your application is declined next year as well.
I stopped by a grant writing client's office one time, and they were on the phone with a program officer from a government funder. My client, the executive director of the organization, was berating the program officer. I was mortified, and I soon ended the contract with that client. Arguing is in bad taste, and it isn't going to win you grants. If you're a freelance grant writer, you don't want to be associated with organizations that operate that way. As the saying goes, you catch more flies with honey.
When a funder doesn't take calls
Some funders do not accept phone calls under any condition. Respect their wishes and follow the application instructions on their website or in grant research databases, such as Instrumentl, GrantStation, or Candid Search.
Disclosure: Spark the Fire is an affiliate partner of Instrumentl and GrantStation and may earn a commission if you subscribe through these links.
Grants are a marathon
Grantmakers are much more open to communicating with potential grantees than they were twenty years ago. Take the time to connect by phone and use the opportunity to gather valuable information that will improve our prospects of receiving an award and build a long-term relationship with grantmakers. Whatever you do, don't get discouraged. Seeking grants is a marathon, not a sprint.
Cheering you on,
Allison
Frequently asked questions
Should I call a foundation before applying for a grant?
If the foundation lists a phone number or invites questions from applicants, yes. A short call can confirm whether your project is a good fit and give you advice you won't find in the guidelines. Read their website first so your questions build on what's already published.
What should I say in a voicemail to a program officer?
Give your name, organization, phone number, and email, plus a one- or two-sentence description of your project. Mention a time you can be reached and that you'll follow up by email. Speak slowly and clearly.
How soon should I follow up if a program officer doesn't call back?
We suggest calling back in two days and following up with an email that includes your contact information and a link to your website. Be persistent but respectful.
Is it okay to call a funder after my grant proposal is declined?
Yes, as long as the purpose is to learn. Thank them for reviewing your grant proposal and ask whether they can share feedback. Never argue the decision.
What if a funder says not to call?
Respect it. Follow the instructions on their website or in a grant research database and communicate only in the ways they invite.
What is the best way to earn a grant writing certification?
The Certificate in Grant Writing course from Spark the Fire Grant Writing Classes takes you through a full grant proposal from start to finish, with live instruction, feedback, and a community of grant professionals. Instrumentl has rated it among the best grant writing courses for four consecutive years. For experienced grant professionals, the Grant Professional Certified (GPC) credential from the Grant Professionals Certification Institute is the field's professional certification. Spark the Fire is an approved provider for GPCI and CFRE International.
