Fundraising Planning Toolkit | Mission Increase

Fundraising Planning Toolkit

Two connected tools for growing champions and planning the year, rooted in Mi's Transformational Giving approach.


 

This chart answers one question: what have we built for champions to step into? For each category, write the concrete steps a champion can take at three depths of involvement. Participation steps are the entry points. Engagement steps deepen the relationship. Ownership steps invite a champion to bring others along. Most ministries are strong in a few cells and thin in others, and seeing the gaps is the point.

0 of 15 pathways defined0%
 

Participation

The entry step. Low commitment and little prior knowledge. A first invitation to get involved and experience the cause.

Engagement

Deeper, consistent involvement. Greater understanding and a longer-term, mutual commitment to the cause.

Ownership

The champion makes the cause their own and begins inviting and equipping others. Think replication: disciples who make disciples.


Participation
Engagement
Ownership

The Annual Fundraising Plan. Work through the seven steps, then the final step compiles your printable plan. Values you enter early carry forward automatically, and cells that fill in for you are shaded green.

Annual Fundraising Plan Template

This tool helps you gather data to set informed goals and plan the steps you will take to meet them. It contains seven steps:

  1. Review Vision & Mission
  2. Assess Current Fundraising Systems
  3. Review Past Fundraising Data
  4. Set Strategic Fundraising Goals
  5. Set Financial Targets
  6. Create Action Steps
  7. Establish an Ongoing Review Process

The final step compiles everything into one printable document to share with your board, in a giver meeting, or for a foundation application.

Some cells auto fill from earlier steps and are shaded green. Give yourself time for each step, and before you begin each one, pause and pray. We strongly encourage you to work with your Area Director while filling out this tool.

Step 1: Review Vision & Mission?An annual plan moves you from reacting to every funding gap to executing on purpose. Grounding it in your vision and mission first keeps the plan connected to why you raise money, not just how much.

Part 1: Where are we headed?

Fundraising is not separate from your mission, it exists to advance it. That's why this plan begins here: prayerfully review your organizational foundation, discerning together with the Lord where you are headed and where you need to remain faithful.

Part 2: What are our financial needs this year?

Prayerfully review your budget. Based on where the Lord is calling you this next year, what do you need?

Part 3: What will affect our fundraising this year?

Prayerfully consider what adjustments or changes need to be made this year. Bring before the Lord the factors that could impact your fundraising this year.

Example: new development director, increased tariffs on shipped containers, new tax laws impacting major givers.

Consider: What are you adding? How many will be served? How much will it cost? How will it be funded? If eliminating or changing, consider how many people will be affected and how many champions are invested in those programs.

Step 2: Assess Current Fundraising Systems?Before you can plan where you're going, you need an honest picture of where you are. Rate each activity as it actually is today, not how you wish it were. That's what sets up every goal in the steps ahead.

A fundraising system is more than one activity in isolation, it's a coordinated set of recommended practices working together toward one purpose: growing champions and resources.

1. Review the list of fundraising systems. Underneath each system are lists of recommended activities. 2. Give a gut-check rating to each of the activities indicating how well your organization is accomplishing each one. The chart is color coded for ease of review. 3. Invite others to rate the following activities to provide multiple perspectives. 4. Review your activity looking for patterns of things that are going well or need attention. 5. Your ratings here will directly shape the goals you set in Step 4 and the action steps you build in Step 6. 6. It's okay if you're not doing all of these yet. Don't expect to score high on everything. This isn't a scorecard, it's a way for you to see the entire picture and help you determine what to focus on next.
0 - Non Existent   1 - Needs Work   2 - Adequate   3 - Fantastic
MAJOR GIFTS
Actively identifying potential major givers
Actively nurturing and stewarding major gift relationships
Making clear, well-prepared asks of major givers
Using a major gifts tracking system
MONTHLY GIVING PROGRAM
Program established with a clear identity and name, including supporting technology systems
Communication strategy for acquiring and converting new monthly givers
Onboarding process for new monthly givers
Ongoing communication plan for current monthly givers
COMMUNICATIONS
Clear, compelling Case for Support
A communications calendar mapping activity across the year
Communications content developed and balanced across all five communication types
Intentional channel strategy across email, social media, and direct mail, matched to audience
Timely, accurate gift receipting that meets legal requirements for tax-deductible gifts
Inviting champions to take next-step growth actions across all five P-E-O categories
ACQUISITION EVENTS
Large-scale events with champions actively inviting new guests, not just attending
Micro-events that are champion-led and champion-hosted, with the ministry equipping rather than driving
A clear Champion Participation Project offering a bite-sized entry point for new champions
All three event types working together as one coordinated acquisition strategy
CHURCH ENGAGEMENT
Actively identifying churches aligned with our mission and cause
Actively cultivating relationships with churches, seeking mutual Kingdom impact
Data capturing where champions attend church
Communicating mission directly to churches
GRANT-SEEKING
Researching mission-aligned grant-makers
Actively cultivating relationships with grant-makers
Writing and reviewing grant proposals prior to submission
Using a grant tracking system
Fulfilling grant reporting and compliance requirements after an award
BUSINESS ENGAGEMENT
Actively identifying businesses aligned with our mission and cause
Actively cultivating relationships with businesses, seeking mutual Kingdom impact
Champions are utilizing employer matching on their giving
ESTATE & PLANNED GIFTS
Leadership understands the basics of planned giving and when it may become relevant
A simple way exists for champions to learn this option is available
A relationship is in place with an attorney, financial advisor, or planned-giving specialist for when a champion expresses interest
FEE FOR SERVICE
Selling merchandise connected to our mission
Charging registration fees for programs or events
Offering paid services aligned with our mission
GIFTS IN KIND
Actively receiving and stewarding donated items
Actively receiving and stewarding donated services
Accurately receipting non-cash gifts according to legal requirements
NONPROFIT LEADERSHIP
Nonprofit-wide adoption of biblical fundraising principles
ED/CEO availability and commitment to fundraising role
Staff dedicated to the fundraising role, with the skills and capacity to succeed
Board commitment to their role in fundraising
Board commitment to personally giving to the mission
Regularly engaging with Mi Area Director for coaching and accountability
FUNDRAISING OPERATIONS
A P-E-O structure embedded across fundraising activities
A CRM or database that is optimized and actively utilized
A secure gift processor and donor interface that integrate smoothly with our CRM
Financial reports that are accessible and used to track fundraising
Activities Metrics
These metrics show whether the systems you just rated above are actually being used. Looking back at your current fiscal year, gather what data you can for each.
 
Current Fiscal Year
Major Gifts
 
How many face-to-face major giver meetings did you have per month, on average?
Communications
 
What is the size of your print mailing list?
What is the size of your email mailing list?
How many newsletter issues did you send (electronic or print)?
How many appeal letters, direct mail pieces, or e-solicitations did you send?
Acquisition Events
 
How many people attended your events?
Volunteers
 
How many total volunteers did you have?
How many volunteer hours were contributed?
Of those volunteers, how many are also givers?

Step 3: Review Past Fundraising Data?This is your funding source assessment. Look for concentration, one or two sources carrying most of the load, plus gaps and trends. A healthy mix keeps no single source above roughly 20% of total revenue.

These categories reflect Mi's recommended fundraising channels. These data points are valuable to have, but you may not be collecting all of them yet. Include what you have, and consider ways you could collect any missing data going forward. 1. Enter numbers you have available for funds raised. 2. Add in the individual giving stats. 3. Review your data from steps 2 and 3. Look for strengths, weaknesses, opportunities and threats.
Income Stream
2 Years Ago
Last year
Year-to-Date
Current Year Target
Total % of Income
Large Orgs
Major Gifts
n/a

Monthly Giving
n/a

Events
n/a

Communications
n/a

Grants
n/a

Churches
n/a

Fee for Service
n/a

Other
n/a

TOTAL
$0
$0
$0
$0


Total % of Income auto-calculates as each stream's Current Year Target divided by the target total.

Giving Statistics
 
2 Years Ago
Last year
Year-to-Date (Nov 1)
Current Year Target
Individuals
 
 
 
 
How many people are in your database?
How many of these people gave financially?
How many of these people are major givers?
How many of these people are monthly givers?
How many of these people were first-time givers?
How many of these people are lapsed givers?
How many of these people INCREASED their giving?
How many of these people DECREASED their giving?
Institutional Connections
 
 
 
 
How many grants were received?
How many church partnerships?
How many businesses gave?

Step 4: Set Strategic Fundraising Goals?Choose 1-3 goals about champion growth or process change, not just dollar figures. The best goals are honest about where you are and genuinely ambitious about what's possible: neither a wish nor a ceiling.

Strategic fundraising goals are the priorities you will give special time and attention to this year, which is why it is difficult for organizations to focus on more than three at a time. These goals are primarily about the growth of your champions or changes to your ministry's fundraising processes, not just dollar figures. Some strategic goals may have no dollar figure attached, but rather a champion or process metric. When a dollar change is associated with a goal, it is a result of the growth you are pursuing, not the goal itself. If you have identified more than three strategic goals, prioritize them by impact or urgency, and plan to address some of them later.
Write down 1-3 strategic goals you want to accomplish over the next 3-5 years. Articulate them using the SMART categories.

SMART: Specific (What? Who? Why? When? Where?) · Measurable (Can it be evaluated?) · Achievable (Why and how is it attainable and realistic?) · Relevant (How does this grow your impact?) · Time-Bound (When will it be accomplished?)

#1

#2

#3

Step 5: Set Financial Targets?Build this target from the ground up, source by source, the same way you set your goals in Step 4. This step also names two different numbers: your revenue goal, and what it will cost to raise it.

1. With your Strategic Goals in mind, set your financial targets for the next year for each income stream in the Next Year Target column. 2. If a Strategic Goal includes a Dollar Change Associated, make sure that change is reflected in the Next Year Target for the appropriate income stream. 3. Compare that number to the Current Year Target. 4. In the Rationale column, provide the reason why this income stream may go up, down, or stay the same in the coming year. This analysis may lead you to adjust the goal. 5. Note any anomalies or trends you identified in step 3 that need to be factored in.

Strategic Goal #1


Dollar Change Associated: $0

Strategic Goal #2


Dollar Change Associated: $0

Strategic Goal #3


Dollar Change Associated: $0
$0 Next Year's Revenue Goal
Fundraising Program Budget?What it will cost to run this fundraising program next year: staff time, events, communications, database, travel. Well-run programs typically spend 10 to 25 cents for every dollar raised. This is investment, not waste.

This is a different number than your revenue goal above. It's what you'll spend to raise it.

Program Budget as a share of your Revenue Goal: n/a. Healthy range is 10%-25%.

Income Streams
Current Year Target
Next Year Target
Dollar Change
% Change
Rationale / Reasoning
Total % of Income
Major Gifts
$0
$0
n/a
n/a
Monthly Giving
$0
$0
n/a
n/a
Events
$0
$0
n/a
n/a
Communications
$0
$0
n/a
n/a
Grants
$0
$0
n/a
n/a
Churches
$0
$0
n/a
n/a
Fee for Service
$0
$0
n/a
n/a
Other
$0
$0
n/a
n/a
TOTAL
$0
$0
$0



Auto-calculated: Current Year Target pulls from Step 3 · Dollar Change = Next - Current · % Change = Dollar Change / Current · Total % of Income = Next Year / Next-Year total.

Quarterly Cash Flow?Break each stream's Next Year Target into the quarter you expect to receive it. Giving is rarely even across the year, and seeing the seasonal concentration ahead of time is what lets you plan around it.

Split each income stream's Next Year Target (from the table above) across the four quarters. The quarterly amounts should add up to that stream's target.

Income Streams
Q1
Q2
Q3
Q4
Row Total
Next Year Target
Major Gifts
$0
$0
Monthly Giving
$0
$0
Events
$0
$0
Communications
$0
$0
Grants
$0
$0
Churches
$0
$0
Fee for Service
$0
$0
Other
$0
$0
TOTAL
$0
$0
$0
$0
$0

Row Total should match each stream's Next Year Target. Any mismatch shows here.

Step 6: Create Action Steps?This is where goals become a real calendar and real ownership. Map campaigns and stewardship touchpoints month by month, and assign each action step to a specific owner. Fundraising works best as shared ownership across your team and board, not one person's job.

1. Determine the action steps you (and your team) will take in order to reach your strategic fundraising goals and financial targets. List your major action steps on each line and add additional lines as needed. 2. If a strategic goal maps to a specific income stream, place its action steps in that stream's block below. If a goal is focused on champion growth or an internal process that doesn't map to one income stream, use the Goal-Focused Action Steps block instead. 3. Articulate who is ultimately accountable for ensuring each action step is accomplished, and include who else would be involved. Note when you intend to start and when it should be completed. Some action steps are one-and-done with a clear end date, while others are ongoing and should be reviewed on a regular cadence, such as weekly or monthly, rather than closed out. 4. Regularly review this document and update the progress and adjustments columns. 5. Note the last date reviewed.

Strategic Goal #1


Strategic Goal #2


Strategic Goal #3


Financial Targets
Major GiftsTARGET $0
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

Monthly GivingTARGET $0
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

EventsTARGET $0
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

CommunicationsTARGET $0
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

GrantsTARGET $0
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

ChurchesTARGET $0
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

Fee for ServiceTARGET $0
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

OtherTARGET $0
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

Goal-Focused Action StepsNot tied to a specific income stream
Description & GoalsAccountableParticipantsStart DateEnd DateProgressAdjustments

Campaign Calendar?Aim for 2-4 major campaign moments across the year, aligned with when your ministry's impact is most visible, not when your budget is most stressed. Fill the months between with cultivation and stewardship that keep the relationship warm.

For each month, note any major campaign or ask planned, and the cultivation or stewardship activity happening alongside it.

Month
Campaign / Ask
Cultivation / Stewardship

Step 7: Establish an Ongoing Review Process?A plan only creates value if someone keeps reviewing it. Build a quarterly rhythm around four questions: where are we against each metric, what worked and why, what didn't and what needs adjusting, and what's next.

1. A fundraising plan only creates value if it gets used. Name who will lead the ongoing review process and who else will be involved. 2. Set a meeting frequency and hold to it. This plan is a living document meant to be reviewed every 30-60 days, not filed away and revisited once a year. 3. Build prayer into your review rhythm alongside the financial and organizational review, not as an afterthought. 4. Establish how changes and recommendations to the plan get approved, so adjustments can happen as needed rather than waiting for the next annual planning cycle. 5. Identify the specific reports your team needs, how often each is produced, and who is responsible for reviewing them. 6. Structure each review around four questions: Where are we against each metric? What worked, and why? What didn't, and what needs to change? What are our priorities for the next quarter?
Reports
These are sample reports to spark your thinking, not a required list. Edit the content, remove what doesn't fit your ministry, and add any additional reports your team relies on.
Report NameFrequencyWho Is Responsible?Who Reviews?

Success Metrics?Track both what came in and how relationships grew. A plan that measures only dollars reinforces fundraising as revenue-extraction instead of champion-development. What gets measured gets owned.
List 5-8 metrics your review team will track, with a mix of financial (dollars, gift counts) and relational (champion growth, retention) measures. A few are started for you below; edit or remove any that don't fit.
Metric NameTypeTargetReview Frequency

Write Your Plan

Use the previous seven steps to write a narrative plan. Green fields fill in automatically from your earlier entries and update if you change them. Click Print / Save PDF to export this page as your finished plan.

Introduction

A general overview of this entire plan and the process used to create it. Summarize significant adjustments to operations or fundraising strategy, and note who was involved in developing this plan.

Vision Statement

Mission Statement

Case for Support

Extend your mission statement and continue any themes or language you will use in materials this year. The MI Case for Support tool is a good resource.

Fundraising Systems Summary

Summarize what Step 2 revealed about your fundraising systems. Which systems are strong, and which need attention this year?

Strategic Fundraising Goals

Goal #1

Champion or Process Metric Associated

Goal #2

Champion or Process Metric Associated

Goal #3

Champion or Process Metric Associated

Financial Goals

Income Streams
Current Year Target
Next Year's Income Projections
% of Change
Major Gifts
$0
$0
n/a
Monthly Giving
$0
$0
n/a
Events
$0
$0
n/a
Communications
$0
$0
n/a
Grants
$0
$0
n/a
Churches
$0
$0
n/a
Fee for Service
$0
$0
n/a
Other
$0
$0
n/a
TOTAL
$0
$0

Fundraising Program Budget

Quarterly Cash Flow

Campaign Calendar

Use the calendar from Step 6, or summarize its major beats here in narrative form.

Income Streams Narrative

In narrative form, list the major action steps and timelines listed in Step 6.

Review Process

Summarize the review plan developed in Step 7.

Success Metrics

Supplemental Resources

List any additional resources you will include. Examples: fundraising plan tactics, timeline and review worksheet; major gifts tracking spreadsheet; integrated ministry communication calendar; events calendar.

Saving and Resuming Your Work

Nothing you type here is sent anywhere or saved automatically. Use the buttons above to keep your progress:

  1. Save (CSV / Excel) downloads everything you've entered as one file, named for your ministry and today's date. It opens in Excel, Google Sheets, or Numbers if you ever want to look at the raw data, but you don't need to open it. Just keep the file somewhere you'll find it again, like a shared drive or your desktop.
  2. Import loads a previously saved file back into this tool, exactly where you left off. Click Import, choose the CSV file you saved earlier, and every field will fill back in.
  3. Print / Save PDF exports the finished, formatted plan from the Write Your Plan tab. Use this once your plan is complete and ready to share.

Save often, especially before closing this page. If you're working on this with your Area Director or team, save a copy after each working session so everyone has the latest version.

A Mission Increase tool for Champion Development. Learn more at missionincrease.org.
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