Table of contents
Published October 27, 2026.
Start with the meeting purpose
A briefing packet for a cultivation visit looks different from one for a solicitation. Write the purpose in one sentence at the top and remove any section that does not help the person in the room. A packet that tries to cover the whole relationship usually gets skimmed.
Summarize verified giving history
List gifts, pledges, and open commitments with dates and designations. Mark the source for each figure and note whether it comes from the donor database, a signed agreement, or a donor conversation. Do not blend pledged and received amounts in a single total.
Label capacity estimates as estimates
Wealth screening scores and staff guesses are not facts. Put them in a clearly labeled section with the source and date, and say what they do not prove. Presenting an estimate as a known capacity can distort the ask and embarrass the organization if the donor corrects it.
Record the relationship timeline
List the last meaningful contacts, who made them, and what was discussed. Include stewardship touches, event attendance, and any volunteer role. A short timeline helps the visitor avoid repeating a question the donor already answered.
Capture open commitments and sensitivities
Note any pledge schedule, naming agreement, restricted purpose, or family consideration that affects the conversation. If the donor asked not to be contacted about a particular program, record that preference. Sensitivities belong in the packet, but only at the level needed for the meeting.
Keep the packet small
Two pages is often enough: purpose, relationship summary, giving history, open items, and three talking points. Append the full history only when the meeting requires it. A short packet is more likely to be read and less likely to leak information that was not needed.
Control access and versions
Store packets in a restricted development folder and name them by donor and meeting date. Do not send them to a general team channel. When the meeting is over, record the outcome and retire the packet so an old version is not reused for a later conversation.
A cultivation example
A donor has given annually for six years and attended two events but has never been asked for a major gift. The packet shows the giving pattern, the program she volunteers with, and one open question about a multiyear commitment. It does not include a speculative capacity score presented as fact.
After the meeting
Record what was learned, what changed, and the next step with an owner and date. Update the donor record rather than leaving the insight in a briefing document. The next packet should start from the updated record, not from the previous packet.
- Meeting purpose
- Verified giving history
- Labeled estimates
- Relationship timeline
- Sensitivities
- Next step and owner