So many people think foundation fundraising is all about writing grants, and that renewing a foundation grant is all about writing a really good report.
It’s not.
I’m here to tell you that if you are not treating Program Officers like major donors – if the only time you reach out to them is when the grant report is due – then you are missing some of the biggest opportunities philanthropy has to offer.
Program Officers are connectors at the center of vast philanthropic networks. When you build authentic relationships with them, you unlock opportunities that never show up in public RFPs:
- They champion your work in board meetings and secure additional funding streams from the same foundation. (Yes, I have gotten multiple, concurrent grants from a single foundation).
- They make warm introductions to Program Officers at other foundations (it’s a really, really small world).
- They invite you to present at foundation convenings and donor events (which is your best way of finding new donors).
- They give you advance notice of new initiatives and strategy shifts
- They connect you to multi-funder initiatives and field-building efforts
The difference between a transactional and relational approach can mean the difference between a single grant and becoming a long-term trusted partner.
If you’re managing major gift relationships, you already understand this principle. You don’t cultivate a $1,000,000 individual donor by sending them an annual appeal letter and hoping for the best. You:
- Stay in regular contact with meaningful updates
- Invite them to see your work firsthand
- Share both successes and challenges transparently
- Seek their input on strategic decisions
- Treat them as a partner, not just a funder
Program officers deserve the same level of relationship cultivation. In many cases, they control larger grant amounts than your major donors and have the potential to influence funding decisions at multiple foundations.
So here are my three tips for our how cultivate these relationships:
Tip #1: Build out your communications plan immediately
The moment your grant is awarded, create a communications plan for the program officer. This includes your report framework, plus regular touchpoints throughout the year.
Start with an acknowledgment letter. Just because foundations don’t need tax receipts doesn’t mean you should skip this important step. It sets the tone for the relationship and shows professionalism.
Your ongoing touchpoint options:
- Add them to your regular newsletter (with permission)
- Share exciting developments or updates personally through 1:1 email
- Invite them to site visits, virtual briefings, community events
- Ask to meet for coffee when you’re traveling to their city
- Forward relevant media coverage or recognition as it happens
- Brief them quarterly on new developments or partnerships
Not every touchpoint needs to be formal. The goal is staying connected between reports, not just checking in when you need something.
Tip #2: Create a “Wins Catalog”
Too often I see nonprofits scrambling to find success stories when funders ask, or telling the same story over and over. If this is you, then you need a “wins catalog” a simple running document where you capture good stuff as it happens (also sometimes called a Story Bank).
What to track:
- Powerful quotes and testimonials
- Breakthrough outcomes
- New partnerships, collaborations and unexpected alliances
- All positive media coverage, awards, speaking invitations
- What didn’t work, what you discovered, and what others can learn
- Staff development and organizational improvements
Keep it simple—a Google Doc works fine. Just jot down wins as they happen so you’re never starting from scratch when it’s time to update a funder.
Tip #3: Share Wins AND Challenges
When funders ask for a check-in, I see nonprofits make the mistake of sharing only success stories. This is dull (let’s be honest) and inauthentic. You can’t be winning all the time, and a true partnership means that you learn from one another.
I recommend this simple three-part format:
One Win – What’s working? What progress are you seeing? Small victories count.
One Learning – What surprised you? What didn’t go as planned? How are you adapting?
One Thing Coming Up – What’s on the horizon? What are you preparing for? What’s changing in your environment?
This keeps program officers connected to your strategic thinking while showing you’re learning, not just executing.
The organizations that thrive in foundation funding aren’t those that write the best grant applications – they’re the ones that build the strongest relationships. When program officers see you as a strategic partner rather than just another grantee, you gain access to opportunities that never appear in public RFPs
