Most development offices know who gave, and very little about how donors want to be treated.
Where it breaks down:
Contact details go stale, and nobody notices until a mailing bounces.
Receipts, thank-yous, and appeals go astray.
Donors get the same messages through the same channels, whether they like it or not.
Preferences go unrecorded, and opt-outs and complaints follow.
Interest in events, volunteering, or planned giving is rarely asked about.
Warm leads go unnoticed.
We kept it short, optional, and about the donor.
- A donor who's asked how they'd like to be contacted feels respected.
- A few well-chosen questions beat a long form.
- Interest in a deeper conversation is worth capturing for your team.
The agent had to:
- Keep it brief and optional.
- Capture preferences and confirm contact details accurately.
- Flag donors who want a conversation.
A RevAIvo Voice agent that runs a short preference survey and confirms contact details.
A short, optional survey
Asks the handful of questions you choose, such as preferred channel, how often to hear from you, and what the donor cares about.
Confirms contact details
Verifies the phone number, email, and mailing address on file, and records any changes.
Interest flagged
Records donors who'd like to hear about events, volunteering, or planned giving, so your team can follow up.
A summary by email
When the call ends, the donor gets an email confirming what they told you.
It brings in your team when…
Scoped narrow on purpose. Where you've set a number it can connect the caller; otherwise it logs a callback request for your team.
- The donor has a complaint or a concern.
- The donor asks about a major gift or planned giving.
- The donor asks to stop receiving calls or messages. The request is recorded for your team.
- The donor asks for a person.
What the call sounds like
Hi, is this Lee? This is a call from the Lakeview Annual Fund. We'd like to make sure we contact you the way you prefer. Do you have two minutes for a few quick questions?
Sure.
Thank you. Do you prefer to hear from us by phone, text, or email?
Email, mostly.
Noted. And is lee@example.com still the best address?
Yes, it is.
How often would you like to hear from us: monthly, a few times a year, or only when something important happens?
A few times a year.
Thank you, Lee. I'll email you a short summary of what you've told us.
Sent after the call
Hi Lee, thanks for taking the time. Here's what we recorded: you'd like to hear from us by email, a few times a year, at lee@example.com. If anything needs correcting, contact us at (555) 010-0480.
Message wording is illustrative. It goes out when the call ends, based on how the call went.
What changes for your team
An illustrative scenario:
Say your team handles 500 survey calls a month, and the agent takes 40% of them end to end, at an assumed 5 minutes a call. These figures are assumptions for illustration, not customer results.
In a pilot we measure this with you, on your own calls in RevAIvo Pulse: calls connected, when donors pick up, and outcomes by disposition.
Fresher contact details, recorded preferences, and a list of donors who'd like a conversation.
Every later message, better aimed.