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From Panic To Prepared: How To Prepare for a Site Visit From a Grant Maker

Are you gearing up for a site visit from a grant-maker? The anticipation can be both exhilarating and nerve-wracking.

You want to ensure you present your organization in the best light possible, but where do you begin?

Preparing for a successful site visit takes more than just tidying up your space. It takes a careful and strategic approach to ensure you make the most of this critical opportunity.

But don't worry; everything you need is right here! Keep reading for expert tips and tricks to help you ace your next grant prospect site visit and secure the funding you need to make a real impact in your community.

Preparing for a Site Visit from a Prospective Grant-maker

You'll be ready to impress those funders with the right mindset and some strategic planning.

First, though it may seem obvious—ensure your facility is clean and tidy! A presentable environment can go a long way in creating a positive impression.

Next, put together and rehearse your presentation.

Presenting Your Nonprofit

When presenting your nonprofit organization to a prospective grant-maker during a site visit, it's essential to be prepared and organized. Here are some tips to help you make a great impression:

  • Gather all the necessary information and materials, such as program descriptions, budgets, and impact data.

  • Anticipate any questions the funder may have about your organization and its work, and proactively answer them in your presentation.

  • Be transparent and honest about your challenges and limitations, as well as your successes and achievements.

  • Showcase your passion and commitment to your cause with real-life examples.

  • Share recent and historical statistics to help the funder understand the significance and impact of your organization's work.

So now that your facility is shining and your presentation is polished - it's time to craft the perfect agenda.

Crafting the Perfect Agenda

  • Identify the main objectives of your visit and the key stakeholders you'll be meeting with.

  • Prioritize the most important meetings and create a timeline for each one.

  • Consider the time available for each meeting and include breaks to avoid getting overwhelmed.

  • Leave some wiggle room in your schedule if schedules need to be adjusted or unexpected issues arise.

Making the Most of Your Time

Showcase your mission

During the visit, take the opportunity to highlight your nonprofit's mission and the unique ways you are addressing the needs of your community. Use real-life stories and examples to illustrate the impact of your work.

Engage with the funder

Don't hesitate to ask questions and engage in dialogue with the grant-maker. This is your chance to build a relationship and demonstrate your commitment to the funder's priorities. Be sure to follow up after the visit to thank the funder for their time and reinforce your nonprofit's interest in their funding opportunities.

The Power of Gratitude: Following Up with a Thank-You Note

Following up with a thank-you note after a site visit can help solidify the relationship with a prospective funder and demonstrate your commitment to working together. Here are some tips on how to write a thank-you note to grant-makers that stands out:

  1. Use a personal greeting: Start with a warm and personal greeting to show appreciation for the prospective funder's time and attention.

  2. Be specific: Mention standout points from the meeting to show your engagement and attentiveness.

  3. Express gratitude: Thank the funder for their interest in your organization and considering your work for funding.

  4. Highlight commitment: Emphasize your organization's commitment to your cause and eagerness to work together.

  5. End with a call-to-action: Close by expressing interest in further communication and inviting the funder to reach out with any questions or concerns.

Remember to keep the note concise, sincere, and professional. Following up with a well-crafted thank-you note can leave a lasting impression on the funder and increase your chances of securing funding.

When crafting your note, remember to keep it concise, sincere, and professional. With these tips in mind, nonprofits can feel confident and excited about site visits— and turn them into successful partnerships.

What's your go-to strategy for wowing a potential funder during a site visit? Share your best tactics in the comments below!


Kristin Chute is a freelance writer with a passion for helping nonprofits increase their reach and impact. She has written for companies offering SaaS solutions, nonprofits directly, and donor loyalty programs.

Kristin believes in the power of nonprofit organizations to change the world. With expertise stemming from her career and personal connection to volunteering at her childhood summer camp, she shares insights to help nonprofits increase their reach, engage supporters, and amplify fundraising efforts.


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