Donor Stewardship Visit Report

Captures the date, attendees, discussion points, donor interests, and next-step commitments from an in-person donor visit. Used by gift officers to maintain CRM contact records and support major gift cultivation.

Visit Basics

• Date of Visit
  The date the in-person meeting took place.
• Visit Location
  Where the visit took place. Be specific enough to log in CRM.
• Visit Type
  Select the primary purpose of this visit.
• Approximate Duration (minutes)
  Estimated length of the meeting in minutes.
• If 'Other', describe the visit type

Attendees

• Gift Officer / Staff Member (You)
  Primary staff member completing this report.
• Your Title / Role
• Additional Staff or Volunteers Present
  Include any colleagues, volunteers, or organizational leadership who joined the visit.
• Donor / Prospect Name
  Use the name exactly as recorded in your CRM to ensure correct record matching.
• Donor CRM / Constituent ID (if known)
  Entering the CRM ID prevents duplicate record creation.
• Additional Donor-Side Attendees
  List any other individuals present on the donor's side. Note their relationship to the primary donor.

Discussion Summary

• Purpose / Agenda of the Visit
  1–3 sentences on the stated or planned purpose before the visit began.
• Topics Discussed
  Select all topics that came up during the visit.
• Detailed Discussion Narrative
  This is the primary contact report narrative. Write in third-person past tense (e.g., 'The donor expressed…'). Minimum 100 characters.
• Was a gift ask made during this visit?
• Ask Amount ($)
  Enter the specific dollar amount requested.
• Proposed Fund or Designation
  The specific fund or purpose for which the ask was made.
• Donor's Response to the Ask
  Select the closest description of the donor's response.

Donor Interests & Capacity Signals

• Donor's Stated Philanthropic Interests
  Select all areas the donor expressed genuine interest in supporting.
• Notes on Philanthropic Interests
• Capacity or Timing Signals Observed
  Select any signals the donor voluntarily shared that may inform gift capacity or timing. Only record what the donor explicitly stated.
• Capacity Signal Details
  Keep this factual. Do not speculate about net worth or assets not mentioned by the donor.
• Recommended Cultivation Stage After This Visit
  Select the stage that best reflects where this donor stands in the major gift pipeline following this visit.

Next Steps & Follow-Up Commitments

• Staff Follow-Up Actions
  List each action your team committed to, with owner and due date.
• Donor Commitments or Indicated Actions
  Record anything the donor said they would do. Be specific about timelines if stated.
• Recommended Next Contact Type
  What type of outreach should follow this visit?
• Target Date for Next Contact
  When should the next outreach occur? Leave blank only if no follow-up is needed.
• Overall Visit Quality
  Rate the overall quality and productivity of this visit to help track engagement trends.
• Confidential Notes (Internal Use Only)
  This field is restricted to authorized development staff. Do not include speculative financial data or personal health information unless directly relevant to gift planning and shared voluntarily by the donor.