FIELD GUIDE 03 / BOARD RELATIONSHIPS

One Introduction, Ready to Make

Board relationships · 5 min read · September 2026

Three messages for a board introduction

A board member offers a name. What happens next depends on what that person has actually said, and on whether the board member trusts the experience they would be vouching for. Settle both before anyone writes.

Fictional example: Maya serves on the board of Oak Street Reading. Her colleague Sam has asked about local reading programs. Leah is the development director.

Permission pending keeps Leah outside the email introduction. Only Sam’s explicit yes leads to the introduction; Leah then offers an email overview or conversation. — **Before the CC**Narrated, with captions · 52 secGet the person’s yes before copying your development director into an introduction.

Start from what the board member knows

What the board member says	What it tells you	Next step
“Sam asked me about local reading programs.”	Stated interest, in Sam’s own words.	Send the cover note below, then use the three messages.
“I think Dana would love this.”	The board member’s hunch. Dana hasn’t said anything yet.	The board member mentions the work in their own conversation with Dana, or invites her to something they have attended. Ask about an introduction only if she shows interest.
“He has money. He should give to us.”	Possible giving capacity. Nothing about his interest or his relationship with you.	No introduction yet. Ask what he has said about the cause. If nothing, the board member can raise the work naturally and see how he responds. Keep capacity notes out of anything he could read.
“I don’t want to put her in an awkward position.”	A concern about the experience the board member would be vouching for.	Describe exactly what will and won’t happen, as the cover note does. If the doubt is about the program itself, invite the board member to see it first and ask whether they’d bring a friend.

Only the first row is ready for an introduction. The others still need a conversation that the board member owns, or a visit that tests the experience. The field notes Before you ask the board for names include a visit brief and the questions to ask a board member afterwards.

Leah → Maya, before Maya writes

Cover note to the board member

Subject: Sam, and what happens if they say yes Hi Maya, Thanks for thinking of Sam. Here’s what happens if Sam agrees to an introduction, so you can describe it accurately: - I’ll reply within two working days and offer a short overview by email or a 20-minute call. Sam chooses. - There’s no request for money in that first exchange. If Sam later wants to talk about volunteering or giving, I’ll follow Sam’s lead. - I’ll let you know once we’ve been in touch. Anything Sam tells me in confidence stays with me. - If Sam says no, or doesn’t reply, that’s the end of it. You don’t need to follow up on my behalf. A draft permission email is below. Change anything that doesn’t sound like you. Leah

The note makes Leah’s side a promise Maya can repeat. If Leah can’t reply within two working days, she should say so here, before Maya describes the timing to Sam.

1. Check whether the introduction is welcome

Maya → Sam

Permission request

Subject: An introduction to Oak Street Reading? Hi Sam, You asked me about local reading programs last week. I serve on the board of Oak Street Reading, which runs after-school reading sessions, and thought you might like to hear more about its work. Would you welcome an email introduction to Leah, our development director? She can explain the program and the ways people support it, including volunteering and giving. You wouldn’t be committing to a meeting or a donation. If you’d prefer a link to read first, I can send that instead. And it’s fine if this isn’t something you want to explore. Maya

Wait for Sam’s yes. If Sam would rather have a link, send the link and leave Leah out of the thread.

2. Make the introduction

Maya → Sam and Leah, after Sam agrees

Introduction email

Subject: Introducing Sam and Leah — Oak Street Reading Hi Sam and Leah, Sam, thanks for saying yes to this introduction. Leah is Oak Street Reading’s development director and can tell you more about its after-school reading program and ways to get involved. Leah, Sam and I work together. Sam asked about local reading programs and would like to learn more about Oak Street Reading. I’ll leave you two to choose what works next. Leah, would you take it from here? Maya

Sam may forward this, so it carries only the connection and who replies next. Views on wealth, giving potential or personal circumstances stay out of it.

3. Receive the introduction

Leah → Sam and Maya

Receiving reply

Subject: Re: Introducing Sam and Leah — Oak Street Reading Thanks, Maya. Sam, it’s good to meet you. Would you prefer a short overview by email or a conversation about the program? If there’s a particular question you have, send it my way and I’ll start there. There’s no need to decide how you might get involved now. Once you’ve had a look, you can tell me whether you’d like to continue. Best, Leah Development director, Oak Street Reading

Record a next step only when Sam agrees to one.

If the answer is “not now”

Maya → Sam

Pause reply

Hi Sam, Thanks for letting me know. I’ll leave the introduction here and won’t pass your details to Leah. If you’d like to revisit it, you can let me know. Maya

Tell Leah the introduction is paused, without passing on Sam’s reasons. Without a reply, the status stays “permission pending.” If Maya follows up at all, she makes declining easy.

Keep one useful record

Keep this in the team’s working record rather than the board member’s inbox.

Field	Filled example
Connector	Maya, board member
Person introduced	Sam
Reason	Asked Maya about local reading programs
Starting point	Stated interest
Cover note	Leah to Maya, September 7
Permission	Sam agreed by email, September 8
Staff owner	Leah
Introduction	Sent September 9
Latest action	Leah offered an email overview or conversation, September 9
Status	Awaiting Sam’s reply
Next internal check	Leah checks for a reply September 16; no automatic outreach
Agreed next step	None yet

Make your version

Replace each bracketed field, and delete options your team can’t offer.

Your cover note

Thanks for thinking of [name]. If they agree to an introduction: I’ll reply within [time] and offer [available options]. There’s no [what won’t happen in the first exchange]. I’ll let you know once we’ve been in touch. If they say no or don’t reply, that’s the end of it.

Your permission request

You mentioned [actual interest or question]. Would you welcome an introduction to [name and role] at [organization] to [honest purpose]? You wouldn’t be committing to [what this does not require]. If you prefer [available alternative], I can help with that.

Your introduction

[Name], thanks for agreeing. Meet [staff colleague], who can help with [purpose]. [Staff colleague], [name] would like to explore [what they actually said]. Would you take it from here?

Your receiving reply

Would you prefer [available option] or [available option]? If you have a question, I can start there.

Blank team record

Connector: ___ · Starting point (stated interest / hunch / capacity only / concern): ___ · Permission and source: ___ · Staff owner: ___ · Introduction sent: ___ · Response: ___ · Agreed next step: ___ · Next internal check: ___

TAKE IT TO YOUR TEAMThe introduction recordCSV · Filled example and a blank record TAKE IT TO YOUR TEAMThe cover note and three messagesEditable guide · Starting points, cover note, permission, introduction and reply

READING & SOURCES

Reading connection: Terry Axelrod on board involvement, and Trevor and Tarren Bragdon’s 7-Figure Fundraising on coordinating introductions. These messages are original Gratona examples.

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