General Guidance for Reaching and Engaging Landowners in Emerging Communities

This section compiles the knowledge, experiences, and best practices from several organizations and practitioners that have a track record of successfully engaging   landowners in different regions of the U.S.

Purpose

• The tools provide practical guidance for building authentic and trusting relationships with forest landowners in emerging communities.

• The tools emphasize genuine relationship-building, respect, shared values, authenticity, and communication to meet the needs of the target audience.

Guiding Principles for Engagement

Whether you are reaching out for the first time or seeking to deepen your impact, these engagement principles position you as a trusted advisor, not just a program representative. These ideas reflect a landowner-centered approach and are designed to:

• Foster trust through clear, respectful communication.

• Highlight shared values (including land, legacy, family, and natural resource sustainability).

Communication over Time

Landowner engagement is never a one-off activity, though the initial contact and introductions can be very important for setting the stage for a productive relationship. The below outline shows how your conversation can progress from first contact through follow-up and ongoing engagement. 

First Contact

Your first contact may come in response to outreach you conducted, through a referral from a Keystone Landowner, or through your presence at a community event. Whichever path brought them to you, your first conversation with a landowner is an important step for building a productive relationship.

In the example below, invasive pests are used as a hook to begin a conversation. 

Sample Conversation Opener

English: "Hello Mr./Mrs./Ms. Last Name, My name is NAME, and I am TITLE from AGENCY which does [brief description]. I wanted to connect because we've seen some forest health issues—like pest infestations—impacting many family-owned lands in this area. These problems can sometimes go unnoticed until they’ve spread, and we’re offering free evaluations or just a conversation to help folks understand what to look out for and how to protect their trees. Would you be open to a quick walk-through or a phone call?"

Spanish:

"Hola Don/Doña Apellido, Mi nombre es NOMBRE, y soy TITULO con AGENCIA. ! Quería comunicarme porque hemos visto que algunas enfermedades de árboles—como plagas o insectos invasivos—están afectando terrenos forestales en esta área. Muchas veces el daño no se nota hasta que ya está avanzado, y estamos ofreciendo evaluaciones gratuitas o una conversación para ayudar a las familias a proteger sus árboles. ¿Le interesaría una visita o una llamada para explicarle un poco más?"

Supporting Material You Can Offer:

• A short (bilingual where appropriate) handout or flyer on how to spot early signs of the invasive pest

• A map showing regional risk zones

• A visual guide of “what healthy trees should look like vs. signs of concern”

• A clear message: “We’re here with assistance if you’d like it, but it's your property and your call to make decisions.”
  

Sample Interview Questions

Once a landowner has agreed to a conversation, and you have shared the promised information, you can take the opportunity to learn about the landowner’s situation, values, and priorities. The landowners’ responses will guide how you follow up, tailor resources, and support future engagement:

Getting to Know the Landowners

• How long have you or your family had this land?

• What does this land mean to you and your family?

• How is the land used today? Has that changed over the years?
  

Forest Management and Concerns

• What do you enjoy most about your land?

• Have you noticed any changes in the woods or trees recently?

• Are there any concerns you’ve had, like pests, erosion, or wildfire risks?
  

Awareness and Interest

• Have you ever worked with any programs or organizations related to your land?

• What kinds of support or resources would be most helpful to you right now?

• Is there anything you’d like to learn or plan for when it comes to your woodland?
  

Preferences and Planning

• How do you prefer to receive information—by mail, phone, or email?

• Would you prefer materials or conversations in Spanish, English, or both?

• Would you like a follow-up visit, phone call, or information about other landowner stories?
  

Note: For the purposes of establishing relationships with landowners in communities where you are seeking to initiate engagement, do not focus on pests that create mandatory action, such as quarantine.

Follow-Up

Making a good impression during the first visit is just the beginning. The steps you take after that meeting can set the tone for a lasting and productive relationship.

Within 1–3 Days: Thank and Affirm

• Send a thank-you note or message (email or physical card)

  • Reaffirm your appreciation for their time and interest.

  • Include 1–2 specific details from your conversation to show you were listening.

  • 
    

Example:

“Thank you, Don Luis, for walking me through your forest and sharing your family’s story. I appreciated learning about your concerns with soil erosion and tree health—I'll gather some resources to share soon.”

• Include a one-page handout (also in Spanish, where appropriate) about you and your work. The handout might include:

  • A photo of you and a brief introduction to your role

  • A map of your service area.

  • 2–3 key benefits of the programs you offer (e.g., “protect your land,” “funds for forest improvements,” “no loss of land rights”)

  • Your contact information and the languages you speak fluently (if available)

  • A short testimonial or quote from another similar landowner

  • 
    

Within 1 Week: Share Value

• Follow through on any requests for information or follow-up (e.g., a flyer on pests, financial assistance, or reforestation tips).

• If relevant, include a photo or diagram of what was discussed during your visit.

• Offer to connect them with another landowner’s success story, a bilingual advisor, or other resources that support their goals and concerns.

Within 2–3 Weeks: Offer Next Steps

• Call or message to ask if they had time to review the materials.

• Offer a second meeting, workshop invitation, or one-on-one visit with a forester or program representative.

• Ask if there’s someone else in the family (e.g., daughter, cousin, uncle) they’d like to include next time.

Ongoing

• Remember that consistency builds trust. 

• Follow through on promises and keep the landowners informed if you encounter delays.

• Follow up with timely relevant information based on the interests they shared (e.g., a How-To for managing X invasive plant sent just before the best time to manage it, or a reminder that cost-share applications are due in one month).

• Throughout the process, track activities and responses so you can maintain consistency and evaluate the programming (LINK TO Evaluation Guide).

Tip: From First Hook to Long-Term Partnership

Use this topic as a reason to start a relationship, not to promote a program. Once trust is established and the landowner recognizes your commitment to service, you can introduce other topics such as:

• Cost-sharing options for tree removal or replanting

• Long-term conservation strategies

• Assistance for heirs' property (where applicable)

Lessons Learned

In the below examples the Guiding Principles for Engagement shared above serve as an outline to describe work conducted in different regions and with different landowners. The authors share what they have learned about what works well and how to avoid common pitfalls when engaging landowners.

Lessons Learned: Center For Heirs’ Property

The Center for Heirs’ Property is a South Carolina-based nonprofit that provides legal support and financial education to help landowners grow working landscapes that sustain general wealth. Here, Josh F. Walden, Chief of Programs and Policy, shares insights from his work with landowners throughout the south-east:

• Start with listening: Ask about the landowners’ experiences and goals, not just the program. Avoid rushing to program eligibility or paperwork. If the land is owned by many family members, you will need to understand their multiple perspectives. (See below for additional tips on family dynamics.)
  

• Approach with respect and awareness of community perspectives:  For some landowners, any government representatives are immediately distrusted. This mistrust may have a long history and the current willingness of state forestry staff to engage these landowners does not always resonate. Overcoming this distrust of any government entity will be a lengthy endeavor that requires building trust over time, gaining the respect of community organizations, and showing real successes within the community.
  

• Offer value early: Focus on what the landowners care about: legacy, stability, and opportunities to generate income. 
  

• Speak their language: Forested land is often referred to as the “woods.” It is often acknowledged but not necessarily recognized as a resource or a means to produce income.
  

• Stay consistent: Trust builds with follow-up and personal connection over time. You may need to begin with a more communal approach via churches, the community center, etc. before you can begin building trust with individuals or families. (See sample script below.)

Family Dynamics and Considerations: For the purposes of engagement, it does not typically matter if the land is owned singly or communally, and if communally, as part of a clean group of inheritors (clear title) or part of a group of inheritors who are legally unknown (unclean title, a.k.a. heirs’ property). Regardless of ownership status, it is likely you will be working with a family.

• Family Disagreement: Family disagreements will happen and may be the backdrop from which communication begins. Disagreements may range from whether to keep or sell the land to what can be done with the land to generate income for the family. Although family members may not agree, presenting the different possibilities for their land can help them consider alternatives. Even though some family members may not have been involved in the process of learning about land usage and opportunities, they may have a legitimate point in the law or may be at the center of the discord. Whenever possible, be sure that all advice and information is given in the same way to all family members at the same time. 
  

• Who Gets to Decide?: In many families, regardless of actual ownership, there is a perception that the eldest is in control and will make final decisions for the land. However, there is no legal standing for someone to bind or prevent other family owners from taking actions simply based on age. You may need to convey to the larger family group (including the eldest) that, while they may choose to give a certain amount of moral deference to a particular family member, there is no legal requirement to do so.
  

Sometimes family members may believe that paying taxes on the land grants them ownership (and their family members who don’t pay the taxes lose their rights), but this is not legally the case. Paying taxes on the land does not afford any special rights or privileges. Ultimately, families will need to decide amongst themselves how to come together to make decisions for their land.

• Family Reunions: Family reunions can be important, in particular as related to group decisions or “heirs’ property.” You may be invited to present a particular topic at a family reunion. This can be helpful for relationship building and family discussion and for individuals to delve more deeply into the topics they are interested in. However, it is extremely unlikely for anything in particular to be resolved or decided about a family’s woodlands at a single meeting. 
  

Sample Script

This script reflects a community-centered approach and is designed to:

• Foster trust through clear, respectful communication initiated at the community organization level

• Highlight shared values (land legacy, family, sustainability). 

• Promote future collaboration

📞 Sample Phone Script – First Call – To a Community Contact (Organization or Person)

→ Goal:  Create a respectful, low-pressure introduction and propose a future visit or resource. 

Good morning/afternoon, is this Mr./Mrs./Ms. [Last Name]? My name is [Name], and I work with the [Agency], which does [brief description]. 

We are reaching out to community leaders to see if you might be interested in my dropping in to talk about some ways I can help anyone in your community who owns land. We know that many of these programs are unknown, and I’m just touching base to see if I could come by and discuss them with you. (Tip: It can be helpful to acknowledge past discrimination and challenges with accessing programs at this time, and frame the call as an effort to reach out to the community and/or a community leader in a more respectful way. For more, see Building Trust.

I’m hoping to eventually conduct a workshop or seminar on these programs for the community. I understand you (or your organization) host these kinds of events from time to time. Can I schedule a time with you when I can stop by to discuss this more?

Note: If things go well on the call, you can set an appointment to meet. Alternatively, if they are not open to you dropping in, then ask for an email address or mailing address to send some written materials regarding your programs and your personal information.

Note: Letters or emails are better suited for after a relationship has been established, as they are often ignored when coming from an unknown individual or entity.

Lessons Learned: Asekia

Asekia is a North Carolina-based nonprofit dedicated to conservation outreach, environmental markets, and community engagement. Here, Courtney Columbus, Director of Communications and Education, and Nolo Martínez, Executive Director, share insights from their work with landowners in Puerto Rico, Florida, and New Mexico.

• Start with listening: Ask about the landowners’ experiences and goals, not just the program. Avoid rushing to program eligibility or paperwork.

• Approach with respect and awareness of community perspectives: Use respectful titles (“Don” or “Doña”), recognize family ownership, and avoid jargon. Be mindful that some landowners may have prior experiences that shape how they perceive uniforms, particularly those that resemble government or regulatory agencies. To help create a more welcoming and comfortable environment, consider wearing a more casual version of your uniform during initial meetings.

• Offer value early: Focus on what they care about: legacy, forest health, and stability.

• Speak their language: Use bilingual materials and offer to speak in Spanish if helpful.

• Stay consistent: Trust builds through follow-up and sustained personal connection over time. 

Sample Scripts

These materials reflect a landowner-centered approach and are designed to:

• Foster trust through clear, respectful, bilingual communication. 

• Highlight shared values (land legacy, family, sustainability). 

• Promote involvement in conservation opportunities. 

Sample Initial Contact Letter or Email (English/Spanish) 

Subject: Support for Landowners Who Want to Protect Their Land and Forests 

Dear [Don/Doña] [Last Name], 

My name is [Your Name], and I work with the state forest service in [Region/State], which does [brief description]. I’m reaching out to introduce myself and learn more about you and your land. 

We believe that landowners like you, who care for their forests, family lands, and community, are essential to protecting the natural resources we all rely on. Our goal is to support you, not to pressure or complicate matters. We can provide information and bilingual guidance and even connect you with programs that may benefit your forest and your family’s future. 

Would you be available for a brief phone conversation or in person? I’d love to hear and learn what matters most to you. 

Thank you for your time. I look forward to meeting you. 

Warm regards, [Your Name] [Title, Agency/Office] [Phone / Email] 

Estimado/a Don/Doña [Apellido], 

Mi nombre es [Tu Nombre], y trabajo con el servicio forestal de [Región/Estado], el cual se encarga de [breve descripción]. Me comunico para presentarme y conocer más sobre usted y su terreno. 

Creemos que propietarios como usted—que cuidan sus bosques, tierras familiares y su comunidad—son esenciales para proteger los recursos naturales de los que todos dependemos. Nuestro objetivo es apoyarlo, no presionarlo ni complicarle las cosas. Podemos ofrecerle información, orientación bilingüe, e incluso conectarlo con programas que puedan beneficiar a su bosque y al futuro de su familia. 

¿Estaría dispuesto/a a tener una breve conversación por teléfono o en persona? Me encantaría escucharle y conocer lo que más le importa.

Gracias por su tiempo. Espero poder conocerle pronto. 

Atentamente,

 

[Su Nombre]
 

[Título, Agencia/Oficina]
[Teléfono / Correo Electrónico] 

📞 Sample Phone Script – First Call 

​​→ Goal:​ Create a respectful, low-pressure introduction and propose a future visit or resource. 

Good morning/afternoon, is this Don/Doña [Last Name]? My name is [Name], and I work with 

the state forestry service in [State/Region] which does [brief description]. I’m calling because we’re looking to connect with landowners like you who care for forested land. 

I wanted to introduce myself and check in on how you’re doing. I’d like to see if you’d be open to a brief visit or phone call to share some helpful information and discuss your priorities for the land. We’re not selling anything, and everything is voluntary. Would that be of interest to you? 

Script (Spanish): "Buenos días/tardes, ¿hablo con Don/Doña [Apellido]? Mi nombre es [Nombre] y trabajo con el servicio forestal aquí en [Estado/Región]. 

Estoy llamando porque queremos conocer y apoyar a personas como usted que cuidan tierras con árboles o bosques. Solo quería presentarme, saber cómo está, y preguntar si estaría dispuesto/a a tener una breve conversación en persona o por teléfono para compartirle recursos útiles y escuchar sobre sus prioridades para la tierra. 

No estamos vendiendo nada, y todo es voluntario. ¿Le interesaría hablar más adelante?" 

Prioritizing Outreach 

To assist in finding landowners from growing communities in your area, consider using publicly available data (e.g. demographic census or country tax parcel data) to segment the population, identifying communities and areas where outreach should be focused. This will allow to better identify problems and priorities and address what matters most for these landowners.

Lessons Learned: U.S. Endowment for Forestry and Communities

The U.S. Endowment for Forestry and Communities is a national not-for-profit public charity that works collaboratively with partners in the public and private sectors to advance systemic, transformative and sustainable change for the health and vitality of the nation’s working forests and forest-reliant communities. Here, Delie Wilkens, Director of Communities, shares insights from her work with landowners and her experience as a landowner from the Appalachian region of Virginia.

Guiding Principles and Key Considerations for work with landowners in Appalachia.

• Start with listening: Be prepared to walk and learn about the landowner’s whole property, not just the woodlands. A discussion of contracts or opportunities early on may come off as you seeking to take advantage.

• Approach with respect and awareness of community perspectives: Avoid negative remarks about travel distance, road conditions, etc. Be respectful of landowner opinions, even if you disagree. If you are local or have a family connection to the area, share about your connection. Be aware that heirs’ property and legal ownership of land is complicated in this region and there is a high value on transparency and clear intentions, reflected from a past of exploitation by coal, timber, and extractive industries.

• Offer value early: Focus on what the landowners care about: privacy, self-determination (not being told what to do), managing for useful resources (ex: hunting, fencing), as well as conservation and preservation. When meeting in person, offer to help the landowner with whatever chore they are working on when you arrive, even if it’s a small task like stacking firewood.  

• Speak their language: Learn the colloquial names of the local area. Show that you are familiar with local landmarks. Know the correct pronunciation of Appalachian (typically –latch in the south and –laysh in the north, but confirm with a local source) yet understand many might not even identify with or think about themselves as “Appalachian.” Be ready to talk about the weather. Landowners may refer to their woodlands as a “woodlot” or “back-40” (or similar). Above all, approach any interaction with curiosity. 

• Stay consistent: Trust builds with follow-up and personal connection over time. The Greater Appalachian region has a culture shaped by fierce independence due to a long history of geographic isolation and skepticism of outside authority. 

Sample Scripts

These materials reflect a landowner-centered approach and are designed to:

• Foster trust through clear, respectful communication. 

• Highlight shared values (land legacy, family, sustainability). 

• Promote involvement in conservation opportunities. 

  
  

Sample Initial Contact Letter or Email

Subject: Support for Landowners Who Want to Protect Their Land and Woods  

Dear [Mr./Mrs./Ms.] [Last Name],  

My name is [Your Name], and I work with [Agency], which does [brief description]. I’m reaching out to introduce myself and learn more about what [county] residents need related to woodlands.  

As more and more development creeps into the area, we want to make sure that landowners know about all of the resources available to them to protect their woods and maintain their family legacy. I would love to know more about your own goals for your land and if you have any needs related to your woods.  

Would you be available for a brief phone conversation or a meeting on your land? If you are interested, I may be able to connect you with programs that can support your goals for your land. My job is to provide support, not pressure anyone into anything. 

Thank you for your time. I look forward to meeting you.  

Warm regards,  [Your Name]  [Title, Agency/Office] [Phone/Email] 

📞 Sample Phone Script – First Call 

​​→ Goal:​ Create a respectful, low-pressure introduction and propose a future visit or resource. 

Good morning/afternoon, is this Mr./Mrs./Ms. [Last Name]? My name is [Name], and I work with the [Agency], which does [brief description]. I’m calling because we’re looking to connect with landowners like you who care for wooded land. 

I wanted to introduce myself and check in on how you’re doing. I’d also like to see if you’d be open to a brief visit or phone call to discuss your priorities for the land. We’re not selling anything, and everything is voluntary. Would that be of interest to you? 

Summary

When you use clear, respectful communication, and stay consistent, you are able to build trust with new landowners and deepen your impact with those you already know. Over time, you can become a trusted advisor because you listen to the landowners’ goals and understand the perspectives and experiences they bring. By focusing on shared values and on what the landowners care about, you can build meaningful connections rather than simply delivering information on behalf of your agency.

If you would like to connect about this topic, please reach out to:

• Courtney Columbus, Director of Communications and Education, courtney.columbus@asekia.org 

• Nolo Martínez, Executive Director, nolo.martinez@asekia.org 

• Josh F. Walden, Esq., Chief of Programs and Policy, jwalden@heirsproperty.org

• Delie Wilkens, Director of Communities, delie@usendowment.org