Why You Should Have a Donor Recognition Policy (and How It Keeps You in Control)

Written By Stephanie McCarty

How to Say "No" to Outrageous Donor Recognition Requests

You finally land that big gift—and then the donor insists on outrageous recognition. So, how do you tell them no?

One of our clients once had a donor who demanded that an image of their dog be included on a recognition plaque. Because the organization didn’t have a donor recognition policy, they didn’t know how to respond—and ultimately allowed it, much to their regret.

Why a Donor Recognition Policy Matters

Even the most demanding donor will “follow the rules” if those rules are clearly written. A donor recognition policy gives your organization the power to tell the donor how they’ll be recognized—instead of letting them dictate the terms.

Read more donor recognition planning tips here

What Should a Donor Recognition Policy Include?

A policy can be simple and straightforward. It might outline the exact form of recognition for each giving level. This could include plaque size, name display rules, and more.

Example:

Donation Amount: $500,000 to $999,999

  • 12” x 12” plaque including names of primary donors and additional family members

  • Name listed on donor wall under Patron Category (primary donor names only)

  • Entry in annual report

  • Listing in online donor list

It should also address gift identification language, such as:

"The Library is made possible by a generous gift from..."

Include rules for language usage (e.g., “and” vs. “&”), as well as a statement that all text is subject to approval by your board.

The Benefits of a Recognition Policy

  • Avoids awkward donor demands by setting expectations upfront

  • Strengthens your fundraising strategy—show donors what recognition they’ll receive if they give more

  • Ensures fairness and consistency among donors

  • Helps with budgeting for recognition pieces such as donor plaques or walls

By clearly communicating recognition guidelines, donors know what to expect—and no one feels shortchanged.

Need inspiration? Explore our donor recognition wall examples.

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Stephanie McCarty
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