Want to Win Over Funders? Start Before You Walk in the Room 

Landing a meeting with a prospective funder is exciting—and often nerve-wracking. Whether you’re sitting down with a foundation program officer, a corporate giving manager, or an individual donor, the preparation you do beforehand can make or break your chances of securing support. These days, nonprofits are facing a more competitive funding landscape, with more requests coming to funders and, in many cases, fewer dollars available—making it more important than ever to use intentional, mission-driven language and tighten your communication to build meaningful funder relationships. The best grant proposal is the one a funder knows is coming: every touchpoint, from initial outreach to your materials and meeting, communicates who you are as a potential partner. Think of this meeting not as a one-time pitch, but as the beginning of a long-term relationship built on understanding, curiosity, and respect. 

You can strengthen that relationship-building mindset by reviewing ways to foster warm contacts with funders before your meeting, and by learning how to navigate a “no” from a funder with professionalism and grace. Framing your approach with the principles of trust-based philanthropy will also prepare you to show up as a collaborator rather than just someone asking for money. 

Here are seven ways to prepare for a meeting that leaves funders saying, “We’d like to keep this conversation going.” 

1. Determine Who Will Take the Lead 

Too many voices in a funder meeting can create confusion, while awkward silences suggest a lack of coordination. Before the meeting, make sure everyone knows their role. 

• Designate a primary spokesperson—often your Executive Director, Development Director, or Board Chair—who can guide the conversation confidently. 

• Identify supporting players who can provide expertise, such as a Program Director for implementation details or a Finance Director for sustainability questions. 

• Appoint a note-taker to capture follow-ups and key points without disrupting the flow. 

When everyone knows their part, your team will appear organized, respectful of the funder’s time, and aligned in purpose, three qualities that build immediate confidence.  

2. Know Your Audience 

Knowing who you’ll be meeting helps you connect more meaningfully and tailor your message. Research helps you demonstrate genuine interest in partnership and position your organization effectively. 

• Review guidelines and priorities: Focus areas, geographic regions, and typical grant sizes. 

• Explore funding history: Look at 990s on GuideStar or Foundation Directory Online. 

• Learn about your contact: Use LinkedIn or past speaking engagements to understand their experience and values. 

• Look for connections: Shared grantees, community partners, or board overlaps can build instant rapport. 

Understanding what matters to your funder allows you to speak their language and connect your mission directly to their goals. This preparation is equally important for virtual meetings, where a few extra minutes of context can help compensate for the lack of physical presence. 

3. Bring a Clear Story 

When you meet with a funder, you’re not just conveying information—you’re inviting them into your story. Funders want to know what drives your work, why it matters now, and how you’re measuring impact. 

• Open strong: Share who you are, the challenge you address, and why your approach works. 

• Focus on 3–5 key messages that you want them to remember. 

• Anticipate questions: How do you measure success? What challenges do you face? Who else funds this work? 

• Use a story that sticks: One or two real-life examples can illustrate your mission in action far better than a dozen statistics. 

A clear story makes your organization memorable and relatable—and positions you as a trusted expert in your community. 

4. It’s a Conversation, Not a Pitch 

Here’s where many nonprofit teams miss an opportunity: talking at funders instead of with them. Asking thoughtful questions shows humility, curiosity, and a desire for alignment, not just funding. After sharing your story, take the time to understand the funder’s perspective and explore areas of connection. 

• Start with relationship-building: Thank them for their time, acknowledge their work, and find common ground. 

• Ask about their priorities: “What issues are most important for your team this year?” 

• Seek insight into their approach: “What types of partnerships have worked best for you in the past?” 

• Explore alignment: “How do you see our work connecting with your funding focus?” 

• Listen more than you speak: Take notes, and allow pauses for reflection. Funders appreciate when you genuinely hear their perspective. 

• Keep it flexible: Follow their lead, adapt your talking points to their interests, and let your team’s authentic enthusiasm shine. 

Treating the meeting as a conversation rather than a pitch demonstrates that your organization values collaboration and shared learning—key ingredients for building trust and long-term partnership.  

5. Prepare Your Materials 

Even if the funder doesn’t request specific documents, coming prepared shows professionalism and respect. These principles apply whether the meeting is in-person or virtual. If your meeting is virtual, plan to share documents on your screen or follow up with them afterward. The items below are possible materials you could prepare, depending on your organization and its programs: 

• Organizational overview (1–2 pages): Mission, programs, populations served, annual budget, and impact highlights. 

• Case for support: The need, your approach, and measurable results. 

• Draft project budget: Even preliminary numbers show you’ve planned responsibly. 

• Supporting documents: Annual report, strategic plan, financial statements—ready if requested. 

Professional, organized materials demonstrate that your organization is credible, capable, and ready to deliver on its commitments, whether the meeting is in-person or online. 

6. Practice Your Ask (Even If You Don’t Make It Yet) 

Not every first meeting will result in an ask, but practicing your message ensures you’re ready when the moment comes. 

• Rehearse your opening and key messages with your team. 

• Anticipate questions and prepare responses, including possible funding levels or partnership scenarios. 

• Role-play the meeting with a colleague acting as the funder. 

• Seek feedback from peers, board members, or mentors to refine your delivery and storytelling. 

Whether in-person or virtual, practice helps your team appear confident, clear, and credible. 

7. Decide Who Will Handle Follow-Up 

What happens after the meeting is just as important as what happens during it. Prompt, thoughtful follow-up signals reliability and builds trust. 

• Send a thank-you note within 24 hours, referencing specific discussion points. 

• Share promised materials quickly and neatly. 

• Record the meeting in your donor database or CRM. 

• Assign clear ownership for next steps and ongoing communication. 

Follow-up is where relationships are solidified. Even after a virtual meeting, a timely thank-you and organized follow-through can make a lasting impression. 

Winning over funders starts long before you walk into the room. It’s about preparation, authenticity, and curiosity—showing that you value partnership as much as funding. When you show up informed, confident, and ready to listen, you’re not just making a good impression. You’re laying the groundwork for trust and long-term collaboration, whether your meeting is in person or online.