Nonprofit FundraisingExpert-built kit

Planned Giving Officer

Reviews donor records, facilitates legacy planning meetings, and matches financial profiles to charitable estate gifts.

Buy this kit · $29.99Preview questions

Interview content for Planned Giving Officer

29
What to ask. Competency and attitude questions, assigned to the right round.
198
What to listen for. Positive and negative indicators, per question.
8
What the hire must do. Capabilities with expected proficiency at each level.

Look inside: one question, as it appears in the kit

Pick the level you’re hiring. The sample changes with the level you select.

Round 2 · Hiring Manager Technical17 competency questions

Donor Strategy & Gift Planning

Donor Prospect Cultivation & Relationship Management

Manages a portfolio of mid-level prospects, conducting discovery meetings and developing tailored cultivation plans.

Expected at Planned Giving Officer

Sample competency question

Describe how you developed and executed a cultivation plan for a prospect in your portfolio who eventually made a planned gift commitment.

Ask once, as written, then allow silence. A helpful rephrase may hand the candidate the answer.

Positive indicators

  • References specific CRM tracking methods
  • Describes phased, intentional outreach
  • Mentions milestone-based progression

Negative indicators

  • Relies on ad-hoc or reactive communication
  • Lacks documentation of prospect interactions
  • Pushes for commitment without relationship foundation

Core to the officer's independent decision rights and direct revenue generation through mid-tier portfolio management.

Ryan Mahoney

Why this role is hard · Ryan Mahoney

Telling the difference between real empathy and slick sales talk is the first step in hiring for this position. Candidates will often claim they can build lasting donor relationships while glossing over the tedious compliance checks that actually keep those ties alive. Put them on the spot by asking how they handle a stalled discussion about a retirement account or a charitable remainder trust. Strong performers listen carefully and hold firm on financial boundaries. Weak ones either lean too hard on charm or hide behind inflexible scripts.

Everything in the download, in the order you’ll use it

Level guides for Planned Giving Specialist, Planned Giving Officer, Senior Planned Giving Officer and Director of Planned Giving.

Before you post

  • 1Ready-to-use job description
  • 3Video screening prompts
  • 8Resume screening criteria

In the room

  • 17Competency interview questions
  • 12Attitude interview questions
  • 1Hands-on work simulations
  • 1Presentation prompts

At the debrief

  • Progression framework
  • Exceeds / Meets / Below anchors for every exercise
  • 3Interview plan with time per round

Core Evaluation

Critical questions for this role

The competency and attitude questions below are where the hiring decision is made. They run in the live interview rounds and are calibrated to the level selected above.

17 Competency Questions

1 of 17

  1. Discipline

    Donor Strategy & Gift Planning

  2. Job requirement

    Donor Prospect Cultivation & Relationship Management

    Manages a portfolio of mid-level prospects, conducting discovery meetings and developing tailored cultivation plans.

  3. Expected at Planned Giving Officer

    Core to the officer's independent decision rights and direct revenue generation through mid-tier portfolio management.

Interview round: Hiring Manager Technical

Describe how you developed and executed a cultivation plan for a prospect in your portfolio who eventually made a planned gift commitment.

Positive indicators

  • References specific CRM tracking methods
  • Describes phased, intentional outreach
  • Mentions milestone-based progression

Negative indicators

  • Relies on ad-hoc or reactive communication
  • Lacks documentation of prospect interactions
  • Pushes for commitment without relationship foundation

12 Attitude Questions

1 of 12

Active Listening

The disciplined cognitive and interpersonal practice of fully concentrating on, comprehending, and responding to both explicit statements and implicit nonverbal cues while suspending premature judgment. In planned giving, it entails strategically decoding underlying values, emotional undercurrents, and familial dynamics to accurately align legacy intentions with appropriate philanthropic structures.

Interview round: Recruiter Screen

Walk me through your process for synthesizing verbal and nonverbal cues during a multi-stakeholder meeting with a donor and their financial planner.

Positive indicators

  • Tracks nonverbal reactions during key discussion points
  • Pauses to clarify when cues indicate confusion or hesitation
  • Summarizes consensus and outstanding questions clearly
  • Records stakeholder dynamics for future meeting planning

Negative indicators

  • Focuses solely on verbal statements and ignores group dynamics
  • Misses signs of advisor dominance or donor discomfort
  • Fails to verify understanding before closing the meeting
  • Leaves CRM notes limited to financial figures only

Supporting Evaluation

How candidates earn the selection conversation

The goal is to reduce effort for everyone by collecting more useful signals before adding more interviews. Lightweight application prompts and structured screens help your team focus interview time on the candidates most likely to succeed.

Stage 1 · Application

Filter at the door

Runs the moment a candidate hits Submit. Disqualifying answers end the application; everything else is captured for review.

Video-Response Questions

1 of 3

Application Screen: Video Response

You are guiding a prospective donor through a complex legacy planning discussion when their adult children voice conflicting inheritance expectations that clash with the proposed gift structure. Describe exactly how you would facilitate this multi-stakeholder conversation to validate the donor’s vision, maintain neutral professional boundaries, and clarify institutional next steps.

Candidate experience

REC
0:42 / 2:00
1Record
2Review
3Submit

Response time

2 min

Format

Recorded video

Stage 2 · Resume Screening

Read the resume against fixed criteria

Reviewers score every application that clears the door against the same criteria. Stronger reviews advance to live interviews; weaker ones are archived without further screening.

Resume Review Criteria

8 criteria
Evidence of drafting charitable remainder trust and gift annuity illustrations, running actuarial inputs through specialized software, and modeling payout schedules aligned with donor financial goals.
Evidence of facilitating professional advisor roundtables, conducting one-on-one legacy planning consultations, and embedding planned giving strategies into major gift cultivation cycles.
Evidence of generating quarterly pipeline forecasts, reconciling expected versus realized gift values, and presenting variance insights to leadership using CRM analytics dashboards.
Evidence of tracking open probate cases, liaising directly with estate executors and brokerages, and ensuring timely asset transfers and database updates upon gift realization.

Does the resume show relevant prior work experience?

Is the resume complete, well-organized, and free from formatting, spelling, and grammar mistakes?

Does the resume indicate required academic credentials, relevant certifications, or necessary training?

Does the cover letter or personal statement convey clear relevance and familiarity with the job?

Stage 3 · During Interviews

Where the hire is decided

Interview rounds use the competency and attitude questions outlined above, then add tests, work simulations, and presentations that reveal deeper evidence about how the candidate thinks and works.

Presentation Prompt

Prepare a short deck and walk us through your approach to structuring and analyzing a standard charitable remainder trust for a mid-tier prospect. Discuss how you would assess donor liquidity, model payout schedules, align actuarial inputs with institutional guidelines, and communicate complex terms to donors and their advisors.

Format

deck-and-walkthrough · 20 min · ~2 hr prep

Audience

Senior Development Leadership, Legal/Compliance Advisor, and Planned Giving Team

What to prepare

  • A 3-5 slide deck outlining your structuring methodology
  • Annotated examples of past trust illustrations or payout models (sanitized if needed)
  • Talking points on how you navigate stakeholder alignment and compliance checks

Deliverables

  • A 20-minute deck-led walkthrough of your gift structuring process
  • Verbal defense of your analytical assumptions and communication strategy

Ground rules

  • Do not include live donor data, confidential financials, or proprietary institutional models
  • Focus on your analytical reasoning and stakeholder communication approach, not on building a new financial model live
  • Use only sanitized or publicly available examples for illustrations

Scoring anchors

Exceeds
Delivers a sophisticated, donor-aligned structuring framework that balances mathematical rigor, regulatory compliance, and accessible communication; anticipates advisor conflicts and demonstrates clear escalation protocols while maintaining fiduciary neutrality.
Meets
Presents a solid, step-by-step approach to CRT structuring with clear payout modeling and compliance awareness; communicates technical concepts adequately and shows reasonable stakeholder management practices.
Below
Struggles to explain core structuring mechanics or compliance requirements; relies on vague or overly technical language without clear donor translation; overlooks critical validation steps or stakeholder alignment needs.

Response time

20 min

Positive indicators

  • Clearly explains the mathematical and regulatory foundations of CRT structuring without excessive jargon
  • Demonstrates a systematic approach to validating donor liquidity and actuarial assumptions
  • Articulates how they translate complex payout mechanics into plain-language donor guidance
  • Shows awareness of compliance boundaries and when to escalate to legal/finance
  • Structures the narrative to show iterative refinement based on donor/advisor feedback

Negative indicators

  • Presents structuring steps as a rigid checklist without accounting for donor-specific variables
  • Uses unexplained technical jargon or assumes high financial literacy across all stakeholders
  • Overlooks compliance checkpoints or minimizes the need for legal review
  • Fails to address how they handle conflicting advisor recommendations or donor pushback
  • Relies on generic templates without demonstrating analytical customization

Work Simulation Scenario

Scenario. You are facilitating a cross-functional alignment meeting to finalize a charitable remainder trust illustration for a high-priority prospect. The donor has a mixed portfolio of real estate and publicly traded securities, and you have a 48-hour SLA to deliver a compliant, accurate illustration. You must reconcile competing assumptions from finance and compliance to produce a feasible, donor-friendly proposal that aligns with institutional gift acceptance policies.

Problem to solve. Drive a structured decision-making process that balances donor payout expectations, conservative financial modeling, and strict regulatory compliance, resulting in a finalized illustration framework ready for donor presentation.

Format

cross-functional-decision · 45 min · ~2 hr prep

Success criteria

  • Facilitates a transparent tradeoff discussion between payout rates, asset valuation, and compliance thresholds.
  • Reaches a consensus on actuarial assumptions and due diligence timelines.
  • Produces a clear, compliant illustration framework that meets the 48-hour SLA.
  • Maintains collaborative momentum while protecting institutional risk boundaries.

What to review beforehand

  • Charitable Remainder Trust mechanics and IRS payout thresholds (Section 664).
  • Institutional gift acceptance policy for non-cash and mixed-asset gifts.
  • Standard actuarial tables and valuation protocols for real estate vs. liquid securities.

Ground rules

  • Your role is to facilitate alignment, not to dictate technical assumptions.
  • Focus on surfacing constraints, negotiating tradeoffs, and documenting decisions.
  • If consensus cannot be reached, escalate clearly with documented rationale and risk assessment.

Roles in scenario

Finance Analyst (cross_functional_partner, played by cross_functional)

Motivation. Wants predictable, conservative cash flow projections and higher payout assumptions to ensure the organization's long-term financial stability.

Constraints

  • Institutional policy caps projected annual payout at 5% for mixed-asset trusts.
  • Requires independent appraisal for real estate before finalizing valuation.
  • Cannot commit to accelerated disbursement timelines without board approval.

Tensions to introduce

  • Pushes for lower donor payout rates to maximize endowment retention.
  • Insists on delaying the illustration until full property appraisal is complete.
  • Questions the feasibility of the donor's requested 7% payout assumption.

In-character guidance

  • Defend financial prudence and long-term institutional stability.
  • Share data and modeling constraints when asked directly.
  • Be willing to compromise on phased disbursements if compliance and risk are addressed.

Do not

  • Do not unilaterally dictate the final illustration structure.
  • Do not withhold financial modeling data when the candidate asks for it.
  • Do not derail the meeting with unrelated budget discussions.

Compliance Officer (peer, played by peer)

Motivation. Ensures strict adherence to IRS regulations, institutional risk thresholds, and donor intent documentation standards.

Constraints

  • Must verify all actuarial assumptions against current IRS Section 7520 rates.
  • Requires explicit donor consent for mixed-asset valuation methodologies.
  • Cannot approve illustrations with ambiguous payout triggers or non-standard clauses.

Tensions to introduce

  • Flags the proposed payout frequency as non-compliant with standard trust language.
  • Demands additional donor disclosure forms before finalizing the draft.
  • Insists on a 72-hour compliance review window, conflicting with the 48-hour SLA.

In-character guidance

  • Prioritize regulatory adherence and audit-ready documentation.
  • Provide exact compliance requirements when asked.
  • Agree to expedited review if the candidate presents a streamlined, risk-mitigated workflow.

Do not

  • Do not agree to waive mandatory compliance checks for speed.
  • Do not withhold regulatory thresholds or policy citations.
  • Do not take over facilitation or override the candidate's decision framework.

Scoring anchors

Exceeds
Expertly navigates competing priorities, surfaces implicit constraints, and engineers a compliant, financially sound framework that all parties confidently endorse within the SLA.
Meets
Facilitates a structured tradeoff discussion, balances key constraints, and produces a clear, compliant path forward with documented next steps.
Below
Struggles to align stakeholders, accepts unrealistic compromises, or leaves the team without a clear, compliant illustration framework.

Response time

45 min

Positive indicators

  • Structures the discussion around shared goals before diving into technical tradeoffs.
  • Asks targeted clarifying questions to surface hidden constraints and compliance thresholds.
  • Proposes realistic compromises (e.g., phased disbursements, expedited review protocols) that satisfy both finance and compliance.
  • Documents decisions clearly and confirms alignment before closing.

Negative indicators

  • Allows the conversation to fracture into siloed arguments without steering toward consensus.
  • Overpromises on SLA timelines without securing compliance or finance buy-in.
  • Uses technical jargon that obscures tradeoffs or creates confusion.
  • Fails to establish clear next steps or escalation paths when deadlocked.

Progression Framework

This table shows how competencies evolve across experience levels. Each cell shows competency at that level.

Donor Strategy & Gift Planning

4 competencies

CompetencyPlanned Giving SpecialistPlanned Giving OfficerSenior Planned Giving OfficerDirector of Planned Giving
Donor Prospect Cultivation & Relationship Management

Supports cultivation activities by preparing communications, scheduling meetings, and maintaining contact logs to ensure seamless prospect pipeline progression.

Manages a portfolio of mid-level prospects, conducting discovery meetings and developing tailored cultivation plans.

Oversees major gift cultivation strategies, mentors staff on relationship-building, and intervenes in complex negotiations.

Sets the strategic vision for donor acquisition and retention, aligning cultivation with institutional fundraising campaigns.

Legal & Regulatory Compliance Administration

Reviews and files standard gift documents, ensuring signatures and basic compliance checkpoints are met according to organizational SOPs.

Drafts and negotiates gift agreements, verifying adherence to state/federal regulations and acceptance policies.

Resolves complex compliance issues, conducts internal audits, and updates policies to reflect regulatory changes.

Establishes organizational compliance frameworks, manages legal counsel relationships, and ensures risk mitigation.

Planned Gift Structuring & Analysis

Executes standard calculations for basic deferred gifts using established templates and tools under supervision, focusing on accuracy and flagging anomalies for senior review.

Independently structures moderately complex gifts, analyzing financial implications and drafting preliminary proposals.

Leads structuring for highly complex or multi-asset gifts, optimizing tax efficiency and coordinating with external advisors.

Defines organizational gift structuring standards, approves high-value proposals, and advises leadership on portfolio risk.

Tax & Estate Planning Advisory

Gathers donor financial data and prepares basic tax/estate summaries for review by senior staff or counsel, ensuring completeness and proper documentation.

Interprets current tax codes to advise donors on gift implications, drafting illustrative financial models.

Collaborates with donors' attorneys and CPAs to navigate complex estate plans, ensuring alignment with organizational goals.

Monitors legislative changes, develops educational resources, and shapes institutional advisory policies.

Stewardship, Systems & Strategic Leadership

4 competencies

CompetencyPlanned Giving SpecialistPlanned Giving OfficerSenior Planned Giving OfficerDirector of Planned Giving
Donor Database & CRM Management

Enters and validates donor data, runs standard reports, and troubleshoots basic system access issues to maintain CRM data integrity.

Configures CRM workflows for gift tracking and segmentation, ensuring data integrity and user adoption.

Leads CRM system upgrades, integrates third-party tools, and establishes data governance protocols.

Aligns technology investments with strategic objectives, overseeing vendor relationships and scalable infrastructure.

Donor Stewardship & Retention Programs

Implements routine stewardship touchpoints, such as sending acknowledgments and updating donor records, to maintain consistent donor engagement.

Designs stewardship journeys for specific segments, tracking engagement metrics and adjusting outreach strategies.

Evaluates program effectiveness through retention analysis, optimizing budget allocation for high-impact initiatives.

Integrates stewardship into broader development strategy, championing donor-centric culture and retention goals.

Executive Leadership & Board Engagement

Prepares meeting materials and logistical support for board or committee presentations related to planned giving, ensuring professional coordination.

Facilitates board committee discussions, providing data-driven updates and answering operational questions.

Coaches board members on planned giving advocacy, developing training modules and fostering peer-to-peer outreach.

Partners directly with the board and C-suite to set institutional priorities, secure approvals, and drive alignment.

Strategic Program Development & Reporting

Compiles routine performance data and assists in preparing standard reports on gift pipeline progress using established templates and BI tools.

Analyzes program metrics to identify trends, drafting actionable recommendations for improving efficiency.

Develops comprehensive strategic plans, setting KPIs and presenting performance reviews to leadership.

Defines long-term program vision and growth targets, securing executive buy-in and aligning with financial sustainability.