Developed trail
Gift Acknowledgment
Every gift is an opportunity to strengthen the relationship.
Stage 1 of 7
Purpose
We acknowledge every eligible gift with gratitude and care, remembering that there is a person and a relationship behind every transaction.
Stage 2 of 7
Message
Our response should fit how the gift was received and communicate genuine appreciation.
| Gift | Acknowledgment |
|---|---|
| Online • Bank Check • Recurring | Electronic thank-you |
| DAF | Electronic thank-you to the recommending donor |
| Mailed Personal Check | Mailed Personal Response |
| QCD | QCD-specific electronic thank-you |
| Other • Unusual | Pause and review which approved route applies |
Church, Foundation, Grant, or Institutional status does not create a separate route.
Stage 3 of 7
People
We make sure we know who gave the gift and who we are responding to.
| Situation | What we do |
|---|---|
| Direct gift | Confirm the giver |
| DAF • QCD | Confirm the actual donor |
| Identity unclear | Pause and review; do not guess |
Stage 4 of 7
Delivery
We acknowledge promptly and in the way that best fits how the gift was given.
| Promise | Timing |
|---|---|
| Electronic acknowledgment | Same day |
| Mailed Personal Response | Within 5 business days |
| DAF/QCD needing review | Within 3 business days |
| Acknowledgment problem needing attention | Within 5 business days |
Stage 5 of 7
Reaction
The person leading this trail is the first human opportunity to notice what the gift may be telling us. Under the approved design, the system will also help us notice important signals that could otherwise be missed.
| What we notice | Response |
|---|---|
| Nothing beyond the gift | Continue normally |
| Personal note • question • prayer • meaningful giving change | Make sure someone reviews it |
| $10,000 • $25,000 lifetime giving | Make sure someone reviews it |
| Sustaining Donor reaches 12 months without qualifying personal contact | Make sure someone follows up |
| 5 years • 10 years • every additional 5 years giving | Make sure someone follows up |
| Donor asks for personal contact | Make sure someone follows up |
An established Sustaining Donor intentionally pausing or cancelling, substantive personal communication, and other important context may also warrant founder review. Church, Foundation, Grant, or Institutional status alone does not.
Stage 6 of 7
Next Action
Most gifts need only a thoughtful acknowledgment. When personal attention is needed, we make sure the right person knows, takes responsibility, and follows through.
Each relationship can have a Relationship Owner—the person responsible for that relationship. When personal follow-up is needed, the Task goes to that person. If no Relationship Owner is assigned, the Task goes to Katie. Task assignment does not create or change Relationship Owner.
| Situation | Next Action |
|---|---|
| Acknowledgment only | Thank and complete |
| First-time giver | Hand off to the Starting Donor trail |
| Review needed | Relationship Owner reviews and determines the response; if blank, the Task goes to Katie |
| Personal follow-up | Respond within 5 business days |
| Ongoing Personal Relationship Care | Priority response within 3 business days |
A Task identifies one person responsible for follow-up and stays open until it is completed. The responsible founder decides whether the relationship warrants ongoing Personal Relationship Care.
Every first-time giver hands off to Starting Donor. Gift Acknowledgment owns the handoff; Starting Donor owns what happens next.
Stage 7 of 7
Learn
We watch: acknowledgments • overdue personal follow-up • Sustaining Donors needing contact • problems and exceptions • relationships needing ongoing care
We use what was missed, what needed attention, and what helped to improve the next journey.
Relational Takeaway
A gift is not the end of an interaction. It is another opportunity to notice the person, respond with care, and deepen the relationship.