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Run: Capital Campaign Solicitation Tracking Form

Track each capital campaign ask, response, and follow-up in one place. This form helps campaign teams manage solicitation pipeline, classify gift levels, and...

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Prospect Identification

Prospect / Donor ID (required)

Enter the unique ID from your donor database (e.g., Raiser's Edge, Salesforce NPSP). Do not enter SSN or full account numbers.

Prospect Full Name (required)

Legal name as it appears in the donor database.

Prospect Type (required)

Classify the prospect to support segmented pipeline reporting.

Campaign Segment (required)

Which phase or tier of the campaign does this prospect belong to?

Prospect Email Address (optional)

Used for follow-up correspondence only. PII collected under your organization's privacy policy.

Solicitation Details

Date of Solicitation (required)

The date the ask was formally made to the prospect.

Solicitation Method (required)

How was the ask delivered?

Primary Asker (Staff or Volunteer) (required)

Full name of the lead solicitor — staff member, board member, or campaign volunteer who made the ask.

Secondary Asker (if applicable)

Name of any co-solicitor present during the ask.

Ask Amount (USD) (required)

The specific dollar amount requested from this prospect. Enter numerals only (e.g., 50000).

Designated Purpose / Named Opportunity

If the ask was tied to a specific naming opportunity or fund designation, note it here (e.g., 'Lead gift for new science wing').

Prospect Response

Response Status (required)

Current status of this solicitation as of today.

Date of Response

Date the prospect communicated their decision or counter-offer.

Committed / Pledged Amount (USD)

If different from the ask amount, enter the amount the prospect committed to. Leave blank if still pending.

Pledge Payment Schedule

How has the prospect indicated they will fulfill their pledge?

Pledge Period (Years)

Number of years over which the pledge will be fulfilled (typically 3–5 years for capital campaigns).

Reason for Declination or Deferral

Select the primary reason given. This data informs feasibility study analysis and future re-engagement strategy.

Gift Level Classification

Gift Table Tier (required)

Select the tier from the campaign gift range chart that corresponds to the ask or committed amount.

Prospect Expressed Interest in Naming Opportunity (required)

Did the prospect indicate interest in a named recognition opportunity tied to their gift?

Recognition Preference

Select all recognition formats the prospect has indicated they are open to.

Follow-Up Plan and Notes

Next Required Action (required)

Select the immediate next step for this prospect.

Follow-Up Due Date

Target date by which the next action should be completed.

Assigned To (Staff / Volunteer)

Name of the person responsible for completing the next action.

Solicitation Notes (Confidential)

Record key observations from the solicitation meeting, prospect concerns, objections raised, or context relevant to the next contact. This field is part of the audit trail. Do not record sensitive financial account details.

Flag for Feasibility Study Report

Check if this interaction should be included in the feasibility study summary report for the campaign steering committee.

Yes No N/A

Supporting Documents (optional)

Attach signed pledge agreements, written proposals, or meeting notes. Accepted formats: PDF, DOCX, XLSX. Max 10 MB per file.

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Email (required)

Your name (optional)

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