The document provides an overview of how to approach foundations for funding from initial contact through the grant decision process. It discusses preparing prospect lists, making the initial approach by phone or letter, tips for introductory phone calls, possible outcomes of the initial approach including being invited to submit a proposal or have a site visit. It then covers following up while the proposal is pending, conducting site visits, and following up after being declined or awarded funding. The key stages in the process and how to effectively communicate with foundations are emphasized throughout.

1. The Foundation Center Training Program
How to Approach a
Foundation: From Initial
Contact to Getting Funded
Did you sign in and take a
handout packet?
Please turn off your cell phones!
What You Will Learn Today
How to initiate and build relationships
with foundations
• Key stages in the process
- What happens when
• Tips for effective communication
Key Stages
Before submission
While pending
After the decision
© The Foundation Center 1

2. The Foundation Center Training Program
Which Foundations Will You
Approach?
Prepare your prospect list
• Look for the match
• Prioritize your prospects and funding needs
• Collect information on prior contacts
The Initial Approach
• Telephone call?
• Letter?
• Online application?
• Full proposal?
• E-mail?
Follow the funder’s guidelines
The Initial Approach, continued
Tips on the initial approach
• If appropriate, utilize intermediaries
– Someone who could facilitate an introduction
• Call first to “check the fit”
– How do you know whom to call?
© The Foundation Center 2

3. The Foundation Center Training Program
The Introductory Phone Call
Goals
• To introduce your organization and project
• To make the connection to the funder’s
philanthropic interests
• Get the funder’s reaction to your project
• To secure a meeting, if possible
Who should make the approach?
The Introductory Phone Call,
continued
Prepare “talking points”
• Organization information
• Project description
– Outcomes
– Who will benefit?
– Budget
– Leadership
• Why you are approaching this funder
Possible Results of Your Initial
Approach
• Invitation to a meeting
• Invitation to submit a request
– Reference recent contacts
• Not a good time for the foundation
• Not a good match for the foundation
© The Foundation Center 3

4. The Foundation Center Training Program
While Your Proposal is Pending
The Follow-Up Phone Call
• Make sure they received your proposal
• Check on the foundation’s review process
• Offer to answer questions
• Request a meeting
Tips:
Review the file before calling
Respect the funder’s time—keep it brief!
While Your Proposal is Pending,
continued
When to communicate
• If you have important information to share:
– Leadership changes
– Updated financial information
– Additional supporters
While Your Proposal is Pending:
Site Visits
Funder’s purpose for the site visit
• To build their knowledge of your organization
and project
• To see evidence of the strength of your
program and effectiveness of your operations
• To become acquainted with your leaders
© The Foundation Center 4

5. The Foundation Center Training Program
While Your Proposal is Pending:
Site Visits, continued
Planning
• Location and time
• Prepare the agenda
– First ask the foundation what they want to see
– Think how you can best showcase your work
While Your Proposal is Pending:
Site Visits, continued
Tips for the site visit
• Listen
• Be clear about next steps
• Send a thank-you letter
• Send follow-up materials if requested
Result: When the Answer is No
• Express appreciation for consideration
• Find out why
• Explore the possibility of future funding
• Keep the funder informed of your work,
if appropriate
© The Foundation Center 5

6. The Foundation Center Training Program
Result: When the Answer is Yes
• Promptly send a thank-you letter
• Clarify expectations
• Nurture the philanthropic partnership
by demonstrating:
– Effectiveness
– Reliability
– Responsiveness
Result: When the Answer is Yes,
continued
Be a responsive grantee!
• Submit all required reports on time
• If appropriate, send progress reports and/or
program highlights
• Invite to key events (e.g. graduation
ceremonies)
• Communicate both good and not-so-good
news
Recap
• Check each funder’s guidelines for preferred
approach
• Making an initial “check the fit” phone call
may be a good first step
• The site visit is a valuable opportunity to
demonstrate your organization’s capacity
• Effectiveness, reliability and responsiveness
are cornerstones in your relationship with a
funder
© The Foundation Center 6

7. The Foundation Center Training Program
For More Information
• Resource list is available at
http://foundationcenter.org/course_
materials/free_training/
How to Approach a
Foundation: From Initial
Contact to Getting Funded
Please fill out the evaluation form.
Thank you for coming!
© The Foundation Center 7

8. How to Approach a Foundation
Sample Record from
Foundation Directory Online
The William G. Gilmore Foundation
120 Montgomery St., Ste. 1401
San Francisco, CA 94104-4317
Telephone: (415) 546-1400
Contact: Faye Wilson, Exec. Dir.
Fax: (415) 391-8732
Type of Grantmaker: Independent foundation
IRS Exemption Status: 501(c)(3)
EIN: 946079493
990-PF: 2007 2006 2005 2004 2003 2002 2001
Donor(s): William G. Gilmore‡; Mrs. William G. Gilmore‡.
Background: Incorporated in 1953 in CA.
Limitations: Giving primarily in the San Francisco Bay Area, CA; some funding also in Pueblo, CO and
Portland, OR. No grants to individuals.
Purpose and Activities: Giving primarily for the arts, health, and children, youth, and social services.
Fields of Interest: Subjects: Boys & girls clubs; Boy scouts; Children/youth, services; Foundations
(community); Foundations (private grantmaking); Health organizations, association; Hospitals (general);
Human services; Museums (art); Performing arts; YM/YWCAs & YM/YWHAs.
Geographic Focus: California; Colorado; Oregon.
Types of Support: Annual campaigns; Building/renovation; Capital campaigns; Continuing support;
Emergency funds; Equipment; General/operating support; Scholarship funds.
Publications: Application guidelines.
Application Information: Application form not required. Applicants should submit the following:
1. Descriptive literature about organization
Initial approach: Letter or request
Copies of proposal: 1
Board meeting date(s): June and Dec.
Deadline(s): Contact foundation for current deadlines
Officers and Trustees: Robert C. Harris,* President; C.L. Emerson,* Vice President and Treasurer;
Faye C. Wilson, Executive Director; Thomas B. Boklund; V. Neil Fulton.
Number of Staff: 1 part-time support.
Financial Data: Year ended 12/31/07: Assets: $29,322,727 (market value); Expenditures:
$1,761,432; Total giving: $1,411,000; Qualifying distributions: $1,631,315; Giving activities include:
$1,411,000 for 142 grants (high: $50,000; low: $500).
Additional Location Information: County: San Francisco; Metropolitan area:
San Francisco-Oakland-Fremont, CA; Congressional district: California District 8.
Selected Grants: The following grants were reported in 2006:
$50,000 to Queen of the Valley Hospital Foundation, Napa, CA, payable over 1 year.
$50,000 to San Francisco Conservatory of Music, San Francisco, CA, payable over 1 year.
$50,000 to YMCA of Pueblo, Pueblo, CO, payable over 1 year.
$35,000 to Project Open Hand, San Francisco, CA, payable over 1 year.
$25,000 to Boy Scouts of America, San Diego, CA, payable over 1 year.
$25,000 to Oregon Public Broadcasting, Portland, OR, payable over 1 year.
$10,000 to Hearing and Speech Institute, Portland, OR, payable over 1 year.
$5,000 to K T S C-TV, Pueblo, CO, payable over 1 year.
$5,000 to Oakland Public Library, Oakland, CA, payable over 1 year.
$5,000 to Pueblo Child Advocacy Center, Pueblo, CO, payable over 1 year.
© The Foundation Center 8

9. How to Approach a Foundation
Introductory phone call
Sample Text
“I’m Jane Doe from the Local Children’s Agency. Because of your interest in children’s health,
I wanted to let you know about a new project we’re developing that will provide low-cost
immunizations to 5,000 children in our public schools next year. Would it be possible for us to
meet so I could tell you more about it?”
Write Your Own
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© The Foundation Center 9

10. How to Approach a Foundation
What a Foundation Wants to Know
About Your Organization and Your Project
Guidelines for Meetings with Grantees from the
Frances L. and Edwin L. Cummings Fund
◆ Is the Executive Director an effective leader with
a capable and well-trained staff?
◆ Does the organization have a proven track record in general?
Specifically as to this program?
◆ Does this organization have the capability of expanding
to meet the community's increasing needs?
◆ Is this organization offering innovative programs
or is it replicating other's efforts?
◆ What is the overall present financial situation of this organization?
◆ Is the Board of Directors an "active" or a "paper" Board?
◆ Does the Board financially support the organization
commensurate with their means?
◆ Do they also solicit support from their personal/business contacts?
◆ Does the organization have a written long range plan and
mission statement developed with the full participation of the Board?
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