One of the best ways to ensure future private gifts is to ensure you appropriately and enthusiastically steward your current donors. Proper stewardship is threefold: timely gift acknowledgement, proper expenditure of funds, and reporting impact of the support. 

Resources 

Gift Processing Forms

Stewardship Plans

Stewardship Execution Suggestions
Gift Acknowledgement 

  • Receipts will be mailed by gift services within 3-5 business days of the gift processing date
  • It is required to send a thank you letter from the department chair or director within 10 business days of the gift processing dates. 
    • How to Pull a Gift Activity Report
    • Example Thank You Letter
  • Thank you letter will be sent from Dean, Vice President of Advancement, President or Advancement Officer as well, when applicable. 
  • Other recognition celebrations will take place on a case by case basis. 

Investment & Expenditure

Impact Reporting

  • Current Use Funds
    • Routine reports on the use of the gift from the dean or chair. 
  • Endowed Chairs or Professorships
    • Letter from the dean that includes a brief bio of the chair holder/professor and description of his or her area of research.
    • Dean hosts a small lunch/dinner to recognize donor and chair holder/professor.
    • Letter of appreciation from chair holder/professor. 
    • A financial report, if appropriate.
    • Arrange for donor to meet with recipients on campus.
    • If multi-year appointment, encourage recipient to regularly update donor on current research. 
  • Research, Faculty Research and Faculty Fellowships
    • Letter from the dean that includes a brief bio of the researcher and description of his or her area of research. 
    • Letter of appreciation for faculty/researcher. 
    • A financial report, if appropriate. 
    • Arrange for donor to meet with faculty recipient on campus. 
    • If multi-year appointment, encourage recipient to regularly update donor on current research. 
  • Endowment Graduate Fellowships and Undergraduate Scholarships
    • Annual letter from the dean or advancement officer to announce recipients for the current academic year, includes accompanying bio of the fellowship/scholarship recipient(s). 
    • Invite donor to meet with fellowship/scholarship recipients during the academic year.
    • Thank for letter from fellowship/scholarship recipient(s).
    • A financial report, if appropriate. 
  • Other Endowed Funds
    • Routine reports on the use of the gift from the dean or department chair. 
    • A financial report, if appropriate. 
  • Capitol Project Support
    • Invitation to groundbreaking or dedication. 
    • Invitation to reception to honor donors when building is completed. 
    • Letter from the president re: use of building. 
    • Regular progress reports from dean or advancement officer, including a financial report, if appropriate. 
    • Commemorative photo album of building (inside and out). 
    • For namings, make certain the placement and size of plaque conforms to UW Policies

Stewardship Office - Lianne Lindeke: llindeke@uw.edu