Executive Donation Request Screening Workflow

executive donation request screening

Screen executive donation requests by verifying the organization and request while preserving approval, payment, privacy, and record controls.

Capture the request without committing

Record the organization name, requester, purpose, amount or item sought, deadline, event, payment route, and how the request arrived. Acknowledge receipt without promising support. Do not let a relationship claim or urgent story bypass the executive's giving policy.

Verify independently

Find the organization's official identity and contact channel from a trusted source. Confirm that the campaign, event, and payment instructions belong to it. Treat last-minute account changes, gift card requests, cryptocurrency demands, and pressure for secrecy as reasons to stop and escalate.

Apply the approved giving criteria

Route the verified request through the executive, foundation, finance, legal, tax, or community owner named by policy. Show conflicts, restricted categories, required documentation, and prior commitments without making the decision yourself. Personal and company giving need separate authority and records.

Protect donor and payment information

Use the approved payment method and give financial details only through the controlled channel. Avoid sending identification, card data, banking data, or donor preferences through an incoming link. Record who approved the payment and who independently verified the destination.

Set acknowledgment boundaries

Confirm whether the gift may be public, anonymous, attributed to a person or company, or linked to an event. Ask the communications owner to approve names, titles, quotes, logos, and publicity. A donation does not authorize a recipient to announce an endorsement.

Close the record

Preserve the request, verification, approval, payment evidence, receipt, restrictions, and acknowledgment direction in the correct system. Remove convenience copies containing payment data. Review repeated approaches and suspicious patterns with the fraud or security owner.

Use a consistent response queue

Track pending verification, pending decision, approved, declined, paid, and closed requests without ranking stories by emotion or personal access. Give every record an owner and next action. A consistent queue helps the executive office respond respectfully while avoiding duplicate payments and forgotten restrictions.

Separate unsolicited requests from established partner commitments so an urgent new appeal cannot displace an approved recurring obligation without an executive decision or documented change in priorities.

Common questions

Can an assistant reject a request?

Use the authority and response language defined by the executive's giving process.

Is a charity website enough verification?

Confirm identity and payment instructions through trusted independent channels.

May the recipient publish the executive's name?

Only according to the approved acknowledgment and communications direction.

Source and service boundaries

Administrative screening fits within our executive assistant service, while the gift disclosure workflow addresses a related intake path. Connect with the support desk for process help. Consumer reference: FTC charity guidance.