Have you ever hesitated, phone in hand, thinking: 'Is it really okay to call donors and directly ask for money?' You're not alone.
Small charity founders often dread the awkwardness of fundraising calls, fearing rejection or imposing on supporters. But here's the good news: phone-a-thons still work, and they're far less intimidating than you might think.
These calls turn casual supporters into committed donors, creating deeper relationships through genuine conversations that emails simply can't achieve. With just a clear plan, a simple script, and a handful of volunteers (or even just you), your next phone-a-thon can quickly and comfortably raise vital funds.
In this guide, we'll walk you through exactly how to set up, execute, and succeed with phone-based fundraising without any large budget or staff.
In this article:
What is a phone-a-thon or call-a-thon?
A phone-a-thon is when you call your supporters to ask for donations.
If you're running a small charity, this might mean you and one volunteer spending an evening calling 15 to 20 people from your donor list. Or it could be just you making calls during lunch breaks over a few days.
You're not cold-calling strangers. You're reaching out to people who've donated before, volunteered at your events, or signed up for your newsletter. These are people who already care about your mission, and you're simply giving them another chance to help.
The conversation is straightforward: thank them for past support, share what you're working on now, and ask if they'd like to contribute.
4 benefits of phone-a-thons for small charities
1. Costs almost nothing
You need three things: your phone, a donor list, and two to three hours. There is no need for event space, printing costs, or catering. Your only expense is time.
2. Gets immediate answers
No waiting weeks for postal responses or wondering if emails got lost in spam folders. Donors say 'yes' or 'no' on the spot.
You can follow up with payment details immediately or schedule another conversation if the timing isn't right.
3. Updates your records while you fundraise
Half of your donor emails probably bounce back. Phone calls let you update contact information, learn about donors' current situations, and discover new ways they might want to help, all while raising money. It's also a good moment to confirm consent preferences, which keeps you on the right side of UK data-protection rules.
4. Builds real relationships
Generic bulk emails can feel impersonal. Phone calls let donors hear the passion in your voice. They can ask questions about your programmes and share why they care about your cause. These conversations turn one-time givers into long-term supporters.
3 common challenges of hosting a phone-a-thon
1. Difficulty in reaching donors
Many people avoid answering calls from unknown numbers, and even when they do pick up, some might listen briefly before hanging up. This makes it challenging to share your charity's mission and impact stories effectively.
Modern phone features like caller ID and spam filters can also prevent your calls from reaching potential donors.
2. Doesn't work with every donor
Different supporters respond to different communication channels. While some appreciate a direct phone conversation, others find unexpected calls intrusive and prefer a text, email, or WhatsApp follow-up instead.
This is particularly true for younger supporters, who tend to engage through digital channels rather than live calls. According to NCVO, UK giving channels have shifted significantly in recent years. One practical adjustment: where Direct Debit is the UK's dominant regular-giving channel, closing a phone-a-thon with a monthly Direct Debit ask often outperforms asking for a one-off card payment.
3. Causes volunteer fatigue
If you're working with a very small team (or just yourself), schedule short calling blocks of 30 to 45 minutes to avoid burnout and stay positive.
How to run your first phone-a-thon (even with no experience)
1. Set a realistic goal
Don't aim to raise £10,000 on your first try. Look at your donor list and be honest about what's possible.
If you have 50 past donors and plan to reach 20 of them, expect four to six donations. If your average gift is around £50, that's £200 to £300 raised. And with Gift Aid on top, that becomes £250 to £375 to the charity at no extra cost to your donors. That's a solid result for a first phone-a-thon.
Start small, learn what works, then scale up next time.
2. Prepare your call lists
You need current phone numbers, not the landline from a few years ago. Before calling anyone:
- Remove donors who've asked not to be contacted
- Update numbers from recent event sign-ins or volunteer forms
- Focus on people who've given in the last two years
- Start with 15 to 25 names for your first attempt
3. Check the Telephone Preference Service and your consent records
Before you pick up the phone, take five minutes to confirm you're calling the right people in the right way. Under the Privacy and Electronic Communications Regulations (PECR) and the Fundraising Regulator's Code of Fundraising Practice (current version effective 1 November 2025), charities must screen phone numbers against the Telephone Preference Service (TPS) unless the supporter has given specific consent to be called by your charity.
Phoning your own supporters who have opted in is perfectly fine. Phoning a cold-purchased list is not. Storing consent flags on each supporter record in Zeffy's donor management means you can check in seconds. It's a simple step that keeps you compliant and keeps supporters happy.
4. Find one helper (or go solo)
You don't need a call centre. Most successful small-charity phone-a-thons involve one or two people making calls over a few evenings.
If it's just you, block out 90 to 120 minutes and aim for 10 to 20 calls. If you have a volunteer, split the list and compare notes afterwards.
5. Craft a simple phone-a-thon script
Keep it conversational, not robotic. Include:
- A warm greeting using their name
- One sentence about your current need
Practice with a friend or family member first. The goal is to sound natural, not perfect.
Introduction:
Hi, may I speak with [Donor Name]? Hi [Donor Name], this is [Your First Name] calling from [Your Nonprofit Name]. I just wanted to personally thank you for being part of our community since [Year or past interaction, like "your support last fall"]. Is now an okay time to chat for a minute or two?
Purpose of the Call:
I'm reaching out because we're kicking off our [Campaign Name], which helps us [campaign goal — e.g., "deliver more meals to local seniors"]. Last month, thanks to support like yours, we [short impact story — e.g., "served over 300 meals to families in need"].
The Ask:
You generously gave [amount or description] in the past. Would you consider making a gift of [suggested amount] today to help us reach even more people?
If They Say Yes:
That's amazing — thank you so much! Just to make things easy:
- Is your email still [email]?
- Would you like to receive occasional updates about how your gift is making a difference?
If They Hesitate or Have Questions:
Be ready to answer:
- Yes, your donation is tax-deductible and you'll get a receipt right away.
- You can give one-time or set up monthly support — whatever works for you.
- About 85% of each gift goes straight to our programs.
If They Can't Give Right Now:
Totally understandable — can I check back in a few weeks or months? Or would you like to stay involved in another way — like [volunteering, sharing a social post, attending an event]?
If No Pledge This Time:
Thank you for your time, [Donor Name]. Would you like to stay in the loop through our newsletter or learn more about other ways to get involved?
Close With Gratitude:
We're so grateful for your past support. Every bit helps, and it means a lot to hear from you today. Have a great [day/evening]!
6. Pick your calling windows
Choose calling hours when donors are most likely to be home and available to talk, increasing your chances of reaching them.
The most effective calling times are usually:
- Weekdays (mainly Monday to Thursday): 6.00pm to 9.00pm, when most donors will be home from work and settled in.
- Sundays: 2.00pm to 6.00pm, when donors usually finish their weekend plans and have time to talk.
Under PECR and the Fundraising Regulator's Code, always respect opt-outs and never call numbers registered with the TPS without specific consent. See the Fundraising Regulator's Code of Fundraising Practice for the full detail.
7. Set up easy payment options to collect donations
Make donating seamless during your phone-a-thon by preparing these simple payment methods beforehand:
- Create Zeffy's 100% free online donation forms: Fast, easy, and secure. Accepts credit and debit cards, Apple Pay, and Google Pay with zero fees. Ideal for phone-a-thons.
- Send Zeffy's free payment links via SMS or email: After the call, quickly send a direct link personalised for each donor and campaign so they can give within minutes.
- Ask for the Gift Aid declaration on the call: If the donor is a UK taxpayer, capture their full name, home address, and verbal confirmation that they want their gift treated as Gift Aid. Your charity can then reclaim 25p from HMRC for every £1 donated, at no cost to the donor. Record the declaration in Zeffy's donor management and follow up with a written confirmation by email. See HMRC's Gift Aid guidance for the full requirements.
- Offer a monthly giving option: For supporters ready to commit long-term, a regular monthly gift is the UK's dominant giving channel. Frame it as an easy way to make a lasting difference without a large one-off sum.
6 essential parts of your phone-a-thon script (+ sample script)
- 1. Start with their name and a warm greeting: 'Hi [name], this is [your name] from [charity name]. How are you this evening?'
- 2. Connect to their past support: 'I'm calling because you donated to our foodbank appeal last year, and your £50 gift helped us support families in the community during the winter.' You can pull this information from your Zeffy dashboard.
- 3. Share one urgent need: 'Right now, we're seeing around 40% more families needing support, and our stock is running low. We need to restock before winter hits.'
- 4. Make a personalised ask (based on donor history): 'Would you consider a gift of £75 this month? With Gift Aid, that becomes £93.75 to the charity at no extra cost to you.' (Base the amount on their giving history, typically 25 to 50% above their last gift.)
- 5. Capture the Gift Aid declaration: 'Since you're a UK taxpayer, would you be happy for us to claim Gift Aid on your gift? That means we reclaim an extra 25p from HMRC for every £1 you give, at no cost to you. I just need to confirm your full name and home address.' HMRC accepts oral Gift Aid declarations provided the charity sends a written confirmation afterwards, which you can automate via Zeffy.
- 6. Tailored response to the donor's answer: If yes: 'Thank you so much. I can text you a secure donation link right now, or you can send us a cheque if you'd prefer.' If no: 'I completely understand. Is there another way you might want to help, such as sharing our posts on social media?'
- 7. End with gratitude: 'Thank you for everything you do for our community, [name]. Your support really makes a difference.'
5 phone-a-thon tips that actually work for small charities
1. Prepare for common questions
Donors often ask questions during phone-a-thons, and your response can make the difference between securing or losing a gift.
Prepare confident answers to questions like:
- How is my donation being used?
- Why should I donate to your charity instead of others?
- I already donated last year. Why are you calling again?
- I can't afford to give much right now. Is there a minimum donation amount?
- How do I know my donation makes a real difference?
2. Ask for Gift Aid on the call
The single highest-return habit in UK phone fundraising is capturing the Gift Aid declaration at the moment of pledge. HMRC accepts an oral declaration provided the charity sends a written confirmation afterwards. That confirmation can be an automated email sent straight from Zeffy carrying the full declaration statement.
Claiming Gift Aid adds 25p to every £1 from a qualifying UK taxpayer donor, instantly. A phone-a-thon that raises £300 in pledges becomes £375 to your charity once Gift Aid is claimed. According to HMRC's Gift Aid guidance, your charity must be HMRC-recognised and keep declarations for at least six years. See also the Charity Tax Group for technical guidance on eligibility.
3. Keep it simple
You don't need specialist calling software or multiple disconnected tools to run an effective phone-a-thon. Many small UK charities currently stitch together several platforms for fundraising, donor management, follow-up messaging, and Gift Aid claims. Zeffy consolidates the entire phone-a-thon workflow into one free platform: donor list, Gift Aid capture, SMS or email donation links, and pledge tracking, all in one place.
Here's all you really need:
- Your donor list, in a simple spreadsheet or filtered directly in Zeffy
- A phone, no dialers or complicated tech required
- Zeffy for seamless follow-ups and Gift Aid capture
4. Start with your easiest calls
Call your most loyal donors first. These conversations build your confidence for harder calls later. Early successes motivate you to keep going when energy drops.
5. Create different gift levels
Instead of a single fixed amount, offer a few suggested options so donors can choose what feels right. A useful UK ladder might be:
- £10 (a good starting point for first-time or lapsed donors)
- £25 (with Gift Aid, that's £31.25 to your charity)
- £50 (a mid-level gift that covers a meaningful, concrete need)
- £100 (a leadership-level gift for your most committed supporters)
Framing each amount alongside its Gift Aid-uplifted value helps donors see the full impact at no extra cost to themselves.
6. Follow up on unanswered calls
Reach out to donors who missed your calls by sending a brief email or text with your campaign details and donation link. Include your charity's mission, current goals, and why their support matters.
Keep your message personal and concise, mentioning that you tried to reach them by phone and would still value their contribution. Give them multiple ways to respond: by calling back, donating online, or scheduling a convenient time to talk.
Final thoughts: run your phone-a-thon with confidence
You don't need a call centre or a big team. You just need a clear plan, a phone, and a few passionate supporters.
For small charities, a phone-a-thon isn't just about raising funds. It's a powerful opportunity to reconnect, build deeper trust, and turn past donors into long-term advocates. One meaningful conversation can achieve more than a dozen generic emails.
Zeffy handles donation links, Gift Aid capture, follow-up messages, and donor records, keeping everything simple, centralised, and completely free for UK charities. No platform fee, no transaction fee, no card fee. Use Zeffy's 100% free online donation forms to accept donations with ease.
You already have the passion. Zeffy gives you the tools.
Frequently asked questions
What is a call-a-thon?
call-a-thon is another name for a phone-a-thon: an organised fundraising campaign where your charity calls supporters directly to ask for donations. The term is used interchangeably with 'phone-a-thon'.
Unlike cold calling, a call-a-thon targets people who already know your charity, past donors, volunteers, event attendees, or newsletter subscribers. The goal is to reconnect, share your current need, and invite them to give. A call-a-thon works at any scale, from a single volunteer making ten calls over an evening to a coordinated team working through hundreds of supporters over several days.
How can you make sure phone-a-thon calls don't come across as spam?
There are a few straightforward steps to make your calls feel welcome rather than intrusive:
- Screen numbers against the Telephone Preference Service (TPS) before calling anyone who hasn't given specific consent to be contacted by your charity. This is a requirement under PECR and the Fundraising Regulator's Code of Fundraising Practice.
- Use your charity's name and number on outbound calls so supporters recognise who is calling.
- Call during reasonable hours, weekday evenings between 6.00pm and 9.00pm, or Sunday afternoons between 2.00pm and 6.00pm.
- Personalise each call by referencing the supporter's past involvement with your charity. A warm, specific opening ("You supported our winter appeal last year") signals immediately that this is not a cold call.
- Honour opt-outs immediately and update your Zeffy supporter records so the preference is stored for future campaigns.
How can you handle rejection or rude responses during a phone-a-thon?
Rejection is a normal part of any fundraising call. The key is not to take it personally and to respond with warmth regardless of the outcome.
If a donor says no, thank them sincerely for their time and ask whether there is another way they might like to stay involved, such as sharing your campaign on social media or attending a future event. A gracious response keeps the relationship intact for the future.
If someone is rude or impatient, stay calm, apologise for the interruption, and end the call politely. Note their preference in Zeffy so they are not contacted again by phone. Most negative reactions are simply the result of poor timing rather than a rejection of your cause.
Do I need permission to phone my supporters in the UK?
Yes. UK charities must have a lawful basis to phone supporters under UK GDPR and the Privacy and Electronic Communications Regulations (PECR). In practice, this means either the supporter has given specific consent to be contacted by phone, or your charity has a documented legitimate interest and has carried out a balancing test.
Before any phone-a-thon, screen your call list against the Telephone Preference Service (TPS). Calling a TPS-registered number without specific consent is a breach of PECR and can result in a complaint to the Information Commissioner's Office (ICO). The Fundraising Regulator's Code of Fundraising Practice sets out the full requirements for live telephone fundraising. Storing consent flags on each supporter record in Zeffy makes it straightforward to confirm who is safe to call before you begin.
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