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Effective Donor Records for Fundraising Databases
 

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Effective Donor Records

25 tips and ideas for developing a useful donor database

By Brian Kluth, pastor, natl-intl generosity speaker, author & radio commentator (www.kluth.org)

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Brian Kluth
5201 Pinon Valley
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Cell: 719-930-4000   Email: bk@kluth.org               Web: www.kluth.org

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The book of Proverbs says, "a man of knowledge increases in strength."  If a ministry leader wants to have a strong funding program, he or she needs to KNOW important information on the history of relationships and the giving patterns of the ministry's friends and donors.  Listed below are 25 database categories that could be maintained in the ministry's database.  Compare your current database fields with this list.  Begin to add field to your database and increase the amount of information you gather on the people who have an interest in your ministry.  (Note: To track this type of donor information, you can add customized fields to your existing software or purchase a professional fundraising software package that has these information fields pre-programmed). 

1.     Donor's name (be sure it is spelled CORRECTLY).

2.     The title the donor prefers to use (i.e. - Mr., Miss, Mrs., Dr., Rev., etc.).

3.     The preferred informal salutation (i.e. - James = Jim, Richard = Rich, Rick, or Richard?)

4.     The complete current address.

5.     The creation date of the donor's record (also provide a category to show the date changes are made).

6.     The source of the record (i.e. - letter, personal contact, referral, attended an event, etc.).

7.     Home telephone number.

8.     Work telephone and fax number(s).

9.     E-Mail address and/or cellular phone number.

10.   Occupation(s).

11.   Actual or approximate birth year (i.e. - decade born: 1920's, 1930's, 1940's, 1950's, etc.).

12.   The dates all gifts were received. 

13.   The size of all gifts received.

14.   Record of appeals (with dates) that have been sent to the donor (and any response).

15.   The type of gifts received (i.e. - General Fund, Emergency Appeal, Scholarships, Building, etc.)

16.   The dates of and summary comments from personal contacts (visits, letters, phone calls, etc.).

    

17.   The frequency of contributions (one-time, occasionally, annually, monthly, etc.).

18.   The results/response of any phone solicitation.

19.   Year-to-date giving totals (YTD) .

20.   Number-gifts-given-this-year (NGY).

21.   Life-time-to-date giving totals (LTD) .

22.   Number-gifts-given-to-date (NGL).

23.   Pledge commitments (i.e. - amount promised, amount given, remaining balance).

24.   Place for personal notes (i.e. - interests, children, hobbies, leadership roles, etc.).

25.   Major gift ranking (i.e. - 1 = Potential for $10,000 or more, 2 = Potential for $5,000+, 3 = Potential for $2,500+, 4 = Potential for $1,000+, 5 = Potential for $500+, 6 = Potential for planned gift or estate gift).

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ABOUT THE AUTHOR: Brian Kluth is a national and international speaker and writer on Biblical generosity and financial matters.  He is also a church pastor and the founder of MAXIMUM Generosity, a public ministry dedicated to advancing Biblical generosity through inspirational preaching, leadership training seminars, writing, resources and the media.  Brianís written materials have been distributed to more than 350,000 Christian leaders in more than 100 countries .For additional materials or to contact Brian, email: bk@kluth.org or visit: www.kluth.org

© www.kluth.org.  Copyright reprint permission for non-commercial purposes can be purchased for $20 to photocopy, fax, email or print this materials for 1-25 people, $50 for distribution to 26-500 people, $75 for 501-999 people, and $100 for distribution to 1000 or more.   To purchase the required reprint permission, go to the products page on this website (www.kluth.org), call 1-888-443-7407, or email: bk@kluth.org     

 

 "MAXIMUM Generosity" -  21st Century Biblical Generosity Resources and Training ( www.kluth.org )

Home

Biblical Insights for Preaching & Teaching

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 Leadership Helps  

 Building Fund Projects

Financial Counseling

 Products & Copyright Reprints

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BIBLICAL GENEROSITY RESOURCES FOR: Pastors   Denominations  Church Ldrs  Individuals  Fundraisers   Mags/Webs/Media

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