After much painstaking effort, you finally managed to schedule a phone call with a foundation’s program officer. Perhaps you leveraged a warm introduction, your outreach finally paid off, or you followed up after you received a notice that your grant application was declined (see here for the many reasons not to despair about this). Whatever the path, this conversation is a crucial opportunity.
Securing the phone call is a huge step forward, but you need to be ready to make the most of that precious time.
In my experience, nonprofit leaders often falter by being too eager to share lengthy information on their organization, only to run out the clock without clear next steps.
Think of this phone call like a first date — if your date spent the entire time talking about themselves, would you want a second? Probably not. And a call with a program officer is no different. The goal isn’t to impress by volume; it’s to connect through curiosity and clarity.
Here are some easy tips on how to prepare yourself for a thoughtful and meaningful conversation with that elusive foundation program officer. Your goals should generally be threefold:
- Establish a good, positive rapport with the program officer.
- Get a clear sense of the foundation’s priorities and how your work aligns (or doesn’t).
- Exit the call with clear, actionable next steps – and then follow through.
In order to achieve these goals, it’s important to follow some basic principles. Here are the steps I follow when prepping for a foundation donor call:
- Research the foundation. Review their website, priorities, and grant guidelines. Know deadlines and eligibility before the call.
- Sketch out 2–3 funding ideas. Prepare potential “pitches” — programmatic or general operations — that could fit their focus.
- If you are following up on a declined grant proposal, reread your application so you can discuss it thoughtfully.
During the call, keep the flow of conversation along these lines:
- Thank the program officer for taking the time to speak with you.
- Briefly explain what you hope to get from the call — learning more about the foundation, clarifying fit, or exploring funding ideas.
- Introduce your organization by offering a quick (2–3 minute) overview, then pivot to how your work may align with their priorities.
- This is the most important step! Ask open-ended questions about what the foundation values and looks for in strong applications, and listen, listen, and listen some more.
- Share your potential funding concepts and ask how well they align with the foundation’s goals.
- Clarify next steps by asking if it would be helpful to send additional materials, stay in touch, or follow up in a specific timeframe.
- Follow up within 24 hours by sending a thank-you email summarizing action items.
Even with preparation, some calls will still feel awkward or unproductive. A few program officers will seem rushed, curt, or uninterested — it happens. Don’t take it personally. You can’t control their tone or timing, only your professionalism and preparation.
In fundraising, success comes with consistency — researching, listening, and following through. Over time, these habits build credibility and trust.
The nonprofits that stand out aren’t the loudest; they’re the most attuned. By listening well and engaging thoughtfully, you’ll set yourself apart and build relationships that last.