Prospect research profile template
A free, editable template for fundraising teams preparing donor briefings, major gift conversations, or a first review of a prospect. Organize what you know, show the evidence, and make the next question clear.
By Ryan Clement · Ryan Clement Consulting
Download the template
Open the downloaded HTML worksheet in your browser, type in the fields, and choose Save a copy to keep your work. You can reopen the saved file to continue editing or print it as a PDF. No account or email required.
The original PDF is a simpler worksheet. The editable version adds a research purpose, source log, uncertainty notes, and review checklist.
What belongs in a prospect research profile?
Purpose and ownership
Name the decision this profile supports, the researcher, the intended reader, and the review date. This keeps the research focused.
Relevant background and relationships
Record the current role, relevant community involvement, and confirmed connections to your organization. Separate a possible introduction from a relationship someone has verified.
Giving and capacity evidence
Record the recipient, date, amount or published range, and source for each relevant gift. Keep capacity indicators separate from willingness to give; an asset or job title does not establish either a gift amount or intent.
Sources and uncertainty
Connect each consequential claim to a source and an access date. Mark conflicting information, identity questions, and missing evidence so the reader knows what still needs checking.
Next steps and review
Turn the research into questions for a conversation or a specific follow-up task. Assign an owner and have a person review the profile before it informs outreach.
Fictional example · Not a real donor
A profile that leads to a useful next question
Jordan Example attended a fictional community learning event and asked about volunteer opportunities. The meeting goal is to understand that interest and ask whether a program visit would be useful.
- Recorded evidence
- A fictional event note records the volunteer question. A fictional annual report lists a gift in a $1,000–$2,499 band; the exact amount and identity match remain unverified.
- What remains unknown
- Current giving priorities, willingness to meet, and capacity for a future gift. Event attendance does not establish fundraising interest.
- Recommended next step
- The relationship manager can follow up on the volunteer question, using the organization’s contact preferences, and ask permission to share information about a visit.
All people, organizations, gifts, and source records in the downloadable example are invented for teaching.
How to use the template
- Start with the decision and the intended reader. A meeting brief may need less detail than a portfolio review.
- Use relevant public sources and internal records you are authorized to access. Record where each claim came from and confirm you have the right person.
- Write “unknown” when the evidence is missing. Distinguish a published giving range from an exact amount and an inference from a verified fact.
- Review the profile for accuracy, relevance, and your organization’s privacy standards. Keep confidential donor information out of unapproved AI tools.
Common questions
Can I use this as a donor briefing document?
Yes. Keep the meeting purpose, relevant relationships, verified giving, and conversation questions near the top. Leave the detailed source log available to the reviewer.
Do I need an AI subscription?
No. The template works with manual research. If you use AI to organize approved source material, check the claims against those sources yourself. The Research Profile Prompt Guide (PDF) offers a companion resource.