General Guidance for Reaching and Engaging Landowners in Emerging Communities

Purpose

• Practical guidance for building authentic and trusting relationships with forest landowners in emerging communities.

• The tools emphasize relationship-building, cultural humility, and shared values.

Related Sections

See specific cultural considerations for different landowner groups:

• African American and/or Black [link]

• Appalachian [link]

• Hispanic [link]

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 sustainability).

FIRST CONTACT

Your first contact may come in response to outreach you conducted, (see Considerations and Guidance for African American or Black, Appalachian, or Hispanic Landowners [3 separate links]) through a referral from a Keystone Landowner (LINK TO Keystone Landowners), or through your presence at a community event. However they got there, 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 Don/Doña/Mr./Mrs. Last Name, 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, 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 to help you protect your land, not to take it.”

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?

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 [LINK TO Identifying Keystone Landowners]

    
    

Within 1 Week: Share Value

• Follow through on any requests for information or follow-up. (e.g., a flyer on pests, financial assistance, 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 (such as a how-to guide 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)