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Run: Donor Stewardship Visit Report

A donor stewardship visit report template for capturing visit details, discussion points, donor interests, and follow-up commitments after an in-person meeti...

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Visit Basics

Date of Visit (required)

The date the in-person meeting took place.

Visit Location (required)

Where the visit took place. Be specific enough to log in CRM.

Visit Type (required)

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) (required)

Primary staff member completing this report.

Your Title / Role (required)

Additional Staff or Volunteers Present

Include any colleagues, volunteers, or organizational leadership who joined the visit.

Donor / Prospect Name (required)

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 (required)

1–3 sentences on the stated or planned purpose before the visit began.

Topics Discussed (required)

Select all topics that came up during the visit.

Detailed Discussion Narrative (required)

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? (required)

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 (required)

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 (required)

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 (required)

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.

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Email (required)

Your name (optional)

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