FIELD GUIDE 03 / BOARD RELATIONSHIPS

One Introduction, Ready to Make

Board relationships · 5 min read · September 2026

Three messages for a board introduction

Before your board member writes, confirm that a staff colleague can receive the introduction. Then adapt the three messages below.

Fictional example throughout: Maya serves on the board of Oak Street Reading. Her colleague Sam has asked about local reading programs. Leah, the development director, has agreed to receive an introduction.

1. Check whether the introduction is welcome

Maya → Sam

Permission request · fictional example

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 a yes to the introduction. An earlier expression of interest gives Maya a reason to ask; it does not answer this new question for Sam. If Sam asks for a link, send the link without adding Leah to the conversation.

2. Make the introduction

Maya → Sam and Leah, after Sam agrees

Introduction email · fictional example

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

Keep this email forwardable: introduce the people, explain the connection, and name who replies next. Leave private assessments of wealth, giving potential, or personal circumstances out of it.

3. Receive the introduction

Leah → Sam and Maya

Receiving reply · fictional example

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

The introduction is now sent. A meeting, another message, or a donation is still a separate decision. Record the next step only when it is agreed.

A WORKED EXAMPLE · FICTIONAL

Three messages. Three different decisions.

01
MAYA → SAM“Would you welcome an email introduction to Leah?”
Sam asked about reading programs. Maya still asks permission to introduce.
Wait for Sam’s yes
02
MAYA → SAM + LEAH“Leah, would you take it from here?”
Sam agreed to the introduction. Leah has agreed to receive it.
Name the next person to reply
03
LEAH → SAM + MAYA“A short overview by email or a conversation?”
Offer a real choice. Record the next step only when agreed.
Let Sam choose what follows

FIG. 03.01 An introduction is agreed. A meeting is a separate decision.

If the answer is “not now”

Maya → Sam

Pause reply · fictional example

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 forwarding Sam’s private explanation. If there is no reply, keep the status as “permission pending.” A follow-up, if appropriate to the relationship, should make it easy to decline; silence should not trigger an introduction.

Keep one useful record

This belongs in the team’s working record, separate from the email Sam receives. A sent introduction should not disappear into the board member’s inbox.

Field	Filled example
Connector	Maya, board member
Person introduced	Sam
Reason	Asked Maya about local reading programs
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

Fill these in, then adapt the messages above. Delete options your team cannot offer.

Permission request · replace every bracketed field

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.

Introduction · replace every bracketed field

[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?

Receiving reply · replace every bracketed field

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

Blank team record

Connector: ___ · 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 TEAMAll three messagesEditable guide · Permission, introduction and receiving 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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