Discovery Visits Demystified: Tips for Effective Donor Meetings

2/10/2025

Discovery Visits Demystified: Tips for Effective Donor MeetingS

Whether you're just starting out in fundraising or you've been in the game for years, discovery visits are a vital part of cultivating major donors. But let's be honest—these meetings can sometimes feel a little intimidating. I get it! You may be unsure what to say, how to prep, or how to break the ice and build rapport.

But here’s the thing—I absolutely love discovery visits. Seriously. There’s something thrilling about meeting new people and hearing their stories. For me, the research and discovery process is one of the most exciting parts of the job! I love asking questions, learning about the donor’s passions, and seeing if there’s a spark that could lead to a meaningful connection.

I know a lot of fundraisers aren’t as excited about this step as I am, but that’s okay! I’m here to walk you through it and help make these visits less daunting and more enjoyable. By the end of this post, you'll have practical tips that will make you feel confident walking into your next meeting, knowing exactly how to steer the conversation and build those meaningful relationships. Let's dive in!

How to Get the VisiT

Getting a discovery visit on the calendar can be the hardest part, but it’s totally doable with the right approach. Here are a few ways to get your foot in the door:

Leverage your network. Use board members, volunteers, or other contacts who have a relationship with the potential donor. A personal introduction is one of the most effective ways to get a meeting.
Introductory letter. If you have some lead time, sending a well-crafted introductory letter can help. It’s a formal way to make your first impression.
Email follow-up. If you’ve sent the letter and haven’t heard back, try sending a couple of follow-up emails. Keep them polite, concise, and reiterate why you'd love to meet.
Phone call. Sometimes an old-fashioned phone call is the best way to cut through the noise. When leaving a voicemail, keep it brief but enthusiastic about the opportunity to connect.
Do your homework. If you’re hitting a wall, research the potential donor online. You might uncover a shared connection or mutual interest that can serve as an opening for a conversation.

I would characterize what I’ve outlined above as the “standard process” for getting a visit. I would use this process with VIP level donors or those I know somewhat but want to get to know better. For a big list of donors that you need to meet and qualify, let me offer an alternate option that leverages technology to make it easier for you and the donor.

Begin with email. Many seasoned fundraising pros will tell you that you MUST send a letter first. Others will say that a phone call is essential. I have pioneered my own system of securing an “anchor” visit (important, urgent, or with a VIP) and then filling in the schedule with emails.
Use bulk emails that look more personal. I like to design HTML emails that look simple like a direct email from Outlook or Gmail. If you have a large prospect list to work through, this can save you a ton of time that might be spent copying, pasting, and customizing emails to prospect who may never respond. I wrote more about how to implement this in my time management post recently.
Supercharge the Process with Calendly and Zoom. Sending emails will save you time. Sending bulk emails that look personal will save you tons of time. Adding a Calendly link for the donor to go ahead and pick out their meeting date and time in two more clicks can rev up your meetings! Adding a Zoom option can reduce your need to travel, saving budgetary dollars and time. If they merit another visit after the Zoom introduction, you can go see them in person.
Phone a Select Group. Once I’ve sent a couple of bulk emails to get a visit, I will look at the tracking metrics in our email software and identify who actually opened the email and maybe clicked the Calendly link. That list is usually manageably short. I remove any who already signed up for a meeting and call the rest of those on the phone. I also call any very promising prospects who don’t have an email on file.

The Basics of Donor ResearcH

Now that you’ve got the visit, it’s time to do your research. You don’t want to go into a meeting blind – knowing your donor is a key part of the process.

Start by digging through your database. Look through all previous gifts and interactions with your organization. If you don’t find much there, don’t worry -- take your research to Google. A quick search of their name can reveal news articles, social media profiles, and any philanthropic work they may have been involved in.

Pay attention to family, work, and causes. For example, if a potential donor recently made a sizable gift to a local education initiative, they may be open to supporting your nonprofit’s education program as well. Knowing this ahead of time will help you frame your conversation.

Inside a Discovery VisiT

First thing’s first – gratitude. If the person you’re meeting with has made a gift before, start by thanking them for their past generosity. If they haven’t, thank them for taking the time to meet with you. Regardless of their past giving history, expressing sincere appreciation sets the tone for a positive conversation.

Once you’ve shown your appreciation, it's time to move into an update on your organization or to introduce them to your mission. Share the exciting things happening at your nonprofit, but also highlight how they can help. Keep it brief, but impactful. Your goal here is to engage them with your cause and get them excited about what you're doing.

Now, here's the magic part--getting to know them. This isn't the time to launch into your fundraising pitch. Instead, ask questions and, most importantly, listen. What do they care about? What drives them? What challenges have they overcome in their personal or professional life? These conversations are where you’ll uncover vital clues about their affinity, propensity, and capacity to give.

Affinity — Do they like your organization? Do they have a passion for your cause?
Propensity — Are they a generous person in general? What other nonprofits do they support?
Capacity — How much could they give? Would the gift likely come from assets or income?

Listen for subtle hints about what might inspire them to contribute. Maybe they have a connection to a specific program, or perhaps they’re passionate about supporting young people, the arts, or healthcare. Your job is to be present, attentive, and note those little clues that will help you figure out what type of donor they could be and how they might prefer to give.

And remember, the environment matters too. Are you meeting at their home, office, or a coffee shop? Wherever you are, take note of the surroundings – they can tell you something about the donor’s lifestyle, interests, and values.

If you are new to this, it’s okay. You’ll start to notice things over time and soon it will be second nature. For instance, if a donor mentions hosting events in their home, that generally indicates both generosity and means. If the prospect casual references international travel, that is also a marker of them being potentially a high net worth individual. You can ask them what their philanthropic priorities are. This is a revealing question that can give you insight into their values and what motivates them.

What to Do With All This InformatioN

Once you’ve done your research and mapped out a strategy, it's time to hit the ground running. The first task you have is to put all that juicy, golden information into your database. Make extensive notes soon after the meeting and get it in the database. Later on, someone else is going to need that important context.

Next, use everything you’ve learned about the donor’s affinity, propensity, and capacity to tailor your approach. If they’re passionate about your mission and seem generous, but haven’t given much yet, don’t push them for a large gift immediately – focus on building the relationship and uncovering opportunities for them to engage more deeply.

And most importantly, listen. Donor visits are about building rapport, not making a quick ask. You’re planting seeds for future giving, and you want to nurture that relationship, not rush it. The general benchmark is that from the discovery visit to a new major gift is usually 18 to 24 months. You can ask a new prospect for a modest ($500 - $1,000) annual fund ask but hold on the larger ask until you know more and they are more invested in your mission.

In many ways, major donor cultivation is like platonic dating. You want to meet, make a great connection, have a plan for your next interaction, and over time understand each other more deeply.

Wrapping UP

Discovery visits are one of the most exciting and rewarding parts of fundraising. When done right, they help you connect with your potential major donors on a personal level, setting the stage for long-term partnerships. With a little preparation, a lot of listening, and an understanding of how to gauge a donor’s affinity, propensity, and capacity, you’ll walk away from each visit feeling confident and inspired.

So, whether you’re in the early stages of your donor journey or you’ve been at it for years, always remember that real deal fundraising is about building relationships that matter. Take the time to get to know your donors, show appreciation, and listen closely—and you’ll be well on your way to a successful, sustainable fundraising strategy.

Let me know in the comments your favorite techniques for discovery visits!

Cheers!

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