FUNDRAISING - CALL TIME GUIDE

26.02.25 08:54 PM - By New American Community

Call Time Fundraising Guide: How to Make the Most of Fundraising Calls

Call time is the backbone of grassroots fundraising. It’s personal, effective, and essential for raising the money needed to run a competitive campaign or fund an organization. Whether you’re a candidate, PAC leader, or nonprofit director, mastering call time can make the difference between a well-funded campaign and one that struggles.

This guide will walk you through the essentials of call time fundraising, including preparing call sheets, managing call time binders, making effective asks, handling objections, and following up.

1. What is Call Time?

Call time refers to the structured practice of calling donors, supporters, or prospects to ask for financial contributions. It is one of the most efficient ways to raise money because it involves direct, personal engagement.

Call time should be:

Planned – Have a structured schedule with a clear goal for each session.
Consistent – Daily or weekly call time is critical for steady fundraising.
Organized – Using call sheets and binders (physical or digital) ensures efficiency.
Tracked – Every call’s outcome should be recorded for follow-ups.

2. Preparing for Call Time

Before you start dialing, you need three essential tools:

A. Call Sheets

A call sheet contains key details about each donor or prospect. It should be easy to scan while on a call and include:

✅ Name

✅ Occupation & Employer

✅ Location

✅ Previous Giving History (amount, date, to whom)

✅ Personal Notes (past conversations, interests, connections)

✅ Suggested Ask (a realistic but ambitious donation amount)

✅ Commitment Level (rating how likely they are to give)

Call sheets should be updated regularly based on donor history and new interactions.

B. Call Time Binders (Physical or Digital)

A Call Time Binder is a collection of call sheets, arranged in an efficient order. Some campaigns prefer digital databases (e.g., NGP VAN, NationBuilder, Zoho CRM), but many fundraisers still use physical binders.

You should have three binders based on where your donors are in your Donor Path:

Prospects Binder: Binder of call sheets of people who you will call to ask to contribute.
Pledges Binder: Binder of people who have pleged to donate but not yet contributed.
Donors Binder: Binder of people who have recently donated but are not ready to be reinserted into the Prospects Binder.

Your Prospects Binder should be organized:

Top Prospects First – Those most likely to give or give large amounts.
Past Donors – People who have given before and might give again.
New Prospects – Warm leads, referrals, or aligned supporters.

Digital Alternative:

If using a CRM (e.g., NGP VAN, NationBuilder, Zoho,etc.), structure lists similarly and take notes during calls.

C. Setting Up Call Time

Find a Quiet Space – No distractions.
Use a Headsetor Speaker Phone – Makes it easier to take notes while talking.
Have a Tracker – Whether digital or handwritten, track calls in real-time.
Set a Goal – Know how much you need to raise per session.
Prepare for Rejections – Not every call results in a donation, and that’s okay.

3. The Call Time Script

A good fundraising call follows a simple structure:

1. Greeting & Connection

✅ Be warm and personal:

"Hi [Name], this is [Your Name]. How are you today?"

✅ If they know you, reference your last conversation.

✅ If new, introduce yourself and your campaign or cause.

2. The Purpose of the Call

"I wanted to personally reach out because we’re working hard to [campaign goal or project]—and I know you care about this, too."

3. The Ask

The ask should be clear, direct, and confident:

✅ Use a specific number:

"Would you be willing to contribute $1,000 to help us reach our goal?"

✅ Frame it as impactful:

"That would help us contact 5,000 voters before Election Day!"

✅ If hesitant, adjust ask:

"I completely understand—would $500 be more comfortable?"

4. Handling Common Responses

✅ They Say Yes

Express genuine appreciation.
"That’s incredible—thank you so much, [Name]! Your support means the world to us."
Confirm payment method (online, check, event, etc.).
Let them know what’s next ("I'll send a follow-up email with the details.").

❌ They Say No

Stay positive and graceful:
"I totally understand! Thank you for your time, and I appreciate all the ways you support us."
If appropriate, ask for a smaller amount or non-monetary support:
"Would $50 be doable? Or would you be interested in volunteering?"

🤔 They’re Unsure / Need to Think

Politely ask what information would help them decide.
Offer to send an email or follow up later.
Nail down a next step:
"Can I follow up in a week?"

🕐 They Want to Give Later

Thank them and set a firm follow-up date.
"Great! I’ll follow up on [date] to check in."

5. After the Call: Follow-Up & Tracking

A. Logging the Call

Every call should be recorded in your CRM or Call Time Binder:

✅ Outcome: Gave, pledged, declined, or needs follow-up

✅ Amount pledged

✅ Next steps (if any)

B. Sending a Follow-Up Email

For donors who committed, send a thank-you email immediately:

Include donation link or mailing instructions.
Reaffirm their impact.
Keep it short and appreciative.

C. Following Up on Pledges

If someone pledged but hasn’t donated, follow up in a few days to a week:

"Hi [Name], just checking in! I really appreciate your commitment to supporting us. Here’s the donation link again: [Link]. Let me know if you need anything!"

6. Making Call Time a Habit

Successful fundraisers stick to a routine:

📆 Daily or weekly call time sessions

🎯 Set fundraising targets per session

📊 Track progress and adjust goals as needed

Even small, consistent fundraising efforts compound over time. Call time is a muscle—you build it by using it.

7. Call Time Pro Tips

✅ Mindset Matters – You’re giving people the opportunity to invest in something they care about.

✅ The Ask is the Hardest Part—Just Do It – Don’t soften your ask. Be clear and confident.

✅ Silence is Powerful – After making the ask, stop talking. Let them respond.

✅ Start with Easy Wins – Call past donors first to build confidence.

✅ Get a Call Time Buddy – If you’re struggling, have someone hold you accountable.

Conclusion: Call Time Wins Elections

At the end of the day, call time is about relationships. The best fundraisers don’t just ask for money—they build a community of committed supporters.

💡 Key Takeaways:

Stay organized with call sheets and binders.
Make a clear, direct ask—don’t dance around it.
Track every call and follow up.
Practice makes perfect—the more calls you make, the better you get.

If you’re serious about raising money, make call time a priority. The more time you spend dialing, the more you can fuel your campaign’s success.

Vivat Democratia!