Ask most nonprofit board members why they joined, and they’ll talk about the mission. Ask them how comfortable they feel asking people for money, and you’ll often get a very different answer. The gap between those two responses is one of the most common obstacles in nonprofit fundraising. Passionate supporters want to help, but they don’t always know what to say, who to approach, or how to follow up.
A well-built fundraising toolkit closes that gap. It puts everything a board member needs in one place: the story of your organization, the data that backs it up, the scripts that make a first conversation easier, and the tools that keep outreach organized and accountable. Instead of improvising or hesitating, board members can step into donor conversations prepared and confident.
This checklist outlines what a comprehensive toolkit should include. It is organized into sections that follow the natural arc of fundraising – from understanding the organization and making the case for support, to identifying prospects, making the ask, and thanking and tracking donors. Use it to take stock of what you already have, identify what’s missing, and build a resource that turns good intentions into effective fundraising.
Organizational Overview
[ ] Mission, vision, and values statement
[ ] Organization history and timeline
[ ] Current programs and services overview
[ ] Annual report (most recent)
[ ] Strategic plan summary
[ ] Organizational fact sheet (one-pager)
Case for Support Materials
[ ] Problem statement and solution narrative
[ ] Key statistics and outcome data
[ ] Impact stories and testimonials
[ ] Photos and visual assets
[ ] Current funding priorities and needs
Board Member Responsibilities
[ ] Board fundraising expectations document
[ ] Individual board member fundraising commitment form
[ ] Board giving policy
Prospect Research and Tracking
[ ] Donor prospect identification worksheet
[ ] Donor tracking spreadsheet
[ ] Individual activity tracking form
[ ] Monthly/quarterly progress reports
Communication Templates
[ ] Elevator pitch (30-second, 1-minute, 2-minute versions)
[ ] Email introduction template
[ ] Thank-you letter templates
[ ] Social media post templates
Ask Tools and Scripts
[ ] Donor call script
[ ] Giving levels and benefits chart
[ ] Pledge form
[ ] Online giving instructions and links
[ ] Matching gift information
[ ] Stock/cryptocurrency giving instructions (if applicable)
[ ] Recognition and naming opportunities
[ ] Tax deduction information
Training and How-To Guides
[ ] Fundraising guide for board members
[ ] Donor cultivation best practices
[ ] Stewardship and relationship building tips
Event Support Materials
[ ] Event calendar for the year with key fundraising deadlines
[ ] Event invitation templates
[ ] Event talking points
Reference Materials
[ ] Staff contact list with roles
[ ] Board roster with contact information
[ ] FAQs about the organization
Legal and Compliance
[ ] IRS determination letter – 501(c)(3) status
[ ] State charitable registration information
[ ] Gift acceptance policy
Remember, this checklist is just a template. To use it successfully, you need to:
- Adapt It to Your Organization – A small community nonprofit and a large regional institution will not need identical toolkits. Treat this as a starting point, and skip or add items based on your size, donor base, and fundraising model.
- Prioritize Your Needs – If building everything at once feels overwhelming, start with the essentials: your case for support, an elevator pitch, thank-you templates, and a donor tracking system. You can add the rest over time.
- Make It Accessible – The best toolkit is the one people open. Whether you use a shared drive, a digital folder, or a printed binder, make sure it is easy to find and navigate.
- Keep It Current – Outdated statistics, old contact lists, and expired policies undermine trust. Plan to review and update the toolkit at least once a year.
When you need board support, reach out to us! We offer board advisory services to help nonprofit boards govern, plan, and build better.
