Draft a donor letter for [ORGANIZATION AND PURPOSE] to [RECIPIENT SEGMENT]. The specific program need and what a gift will fund are [FUNDING NEED]. Use these verified facts, outcomes, beneficiary details, and approved quotes: [APPROVED EVIDENCE]. The donor relationship and prior support context are [DONOR CONTEXT]. The ask details are [ASK DETAILS]. Use this voice and any compliance or brand requirements: [TONE AND RULES]. Write as a responsible fundraiser. Do not invent beneficiary stories, quotes, impact figures, tax deductibility, matching funds, urgency, gift history, or promises about how a donation will be used. Do not imply that a donor has given before unless the input says so. If a fact needs legal, tax, or development-office confirmation, flag it instead of stating it as fact. Produce: 1. A subject line of 45 characters or fewer and a preview line of 90 characters or fewer if this may be emailed. 2. A letter of 300-450 words with a personal opening tied to the recipient segment, a concrete statement of need, one verified example or outcome, the specific ask, and a respectful closing. 3. A clear gift instruction or response action based only on the supplied details. 4. A 60-word version for an email follow-up. 5. A fact-check list showing each factual claim and its source in my inputs. Make the ask direct once in the body and once near the close; avoid vague requests for support. Before answering, check that every impact claim is supported and that the gift designation matches the stated funding need. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [ORGANIZATION AND PURPOSE] | Name the organization and the specific program or campaign the letter supports. | Harbor Youth Kitchen's fall campaign for after-school meal service |
| [RECIPIENT SEGMENT] | Describe the intended donor group and how familiar they are with the organization. | Local supporters who attended a program event but have not yet donated |
| [FUNDING NEED] | State the immediate need and what donated funds will pay for. | Fund 1,200 weekday meals and cooking classes from October through December |
| [APPROVED EVIDENCE] | Provide verified statistics, outcomes, stories, or quotes approved for use. | In spring 2026, 84 students attended at least one class; approved quote from program director: "A meal and a skill can change a student's whole afternoon." |
| [DONOR CONTEXT] | State the recipients' connection, prior engagement, or giving context if known. | Recipients received an event follow-up email in June; no prior gifts should be assumed |
| [ASK DETAILS] | Provide the requested amount or range, deadline if real, donation method, and designation. | Ask for $25, $50, or $100 by October 15 through the campaign donation page; gifts designated to after-school meals |
| [TONE AND RULES] | List tone preferences, required language, prohibited claims, and approval requirements. | Warm and neighborly; do not claim tax deductibility; avoid urgency beyond the real October 15 campaign date |
How to use
- Gather approved program facts and the exact donation instructions before asking for a draft.
- Paste the audience segment instead of using a generic label like donors, because the opening and ask should reflect their relationship.
- Check the fact-check list against your source material and route the draft through your normal development and legal approval process.
- Follow up with: "Write three alternative openings for first-time event attendees, keeping every fact exactly the same."
Variations
Major Donor
You need a tailored letter for a known, high-capacity supporter.
Draft a 350-word major-donor letter to [DONOR NAME OR DESCRIPTION] from [SIGNER] for [CAMPAIGN]. Their known relationship with us is [RELATIONSHIP CONTEXT]. The funding opportunity is [SPECIFIC NEED], supported by these approved facts: [EVIDENCE]. Request [ASK AMOUNT OR RANGE] through [GIVING METHOD]. Include a personal opening, a specific funding case, a direct but respectful request, and a proposed conversation or visit. Do not invent gift history, shared experiences, or tax treatment. List unsupported personalization claims separately. Ask up to 3 questions only if needed.
Year-End Appeal
You need a broad campaign letter near the end of a calendar year.
Write a year-end donor appeal for [ORGANIZATION] supporting [FUND]. The audience is [AUDIENCE], the actual deadline is [DEADLINE], and the donation action is [DONATION METHOD]. Use only these approved results and stories: [APPROVED FACTS]. Create a 300-400 word letter, subject line, preview line, and 75-word reminder email. State what gifts fund, make one clear request, and avoid fabricated year-end urgency, matching claims, or tax advice. Check every number and deadline against the inputs. Ask up to 3 questions only if essential.
Thank-You Letter
You need to acknowledge a completed gift rather than ask for another one.
Write a donor thank-you letter from [ORGANIZATION] to [DONOR SEGMENT] for a gift of [GIFT DETAILS]. The gift supports [DESIGNATION], and these are approved facts about current or planned use: [APPROVED IMPACT]. Use this tone: [TONE]. Produce a 200-300 word letter that acknowledges the gift without overstating impact, explains the designation, and gives an appropriate next connection point without making another ask. Do not invent receipt, tax, or gift details. Check that every impact statement is supported. Ask up to 3 questions only if required.
Tips
- Use a single concrete, verified funding purpose; a letter asking people to support an entire organization often leaves the donor unclear about what their gift does.
- Segment by relationship, such as first-time event attendees or recurring donors, but do not manufacture personal familiarity for mail-merge fields.
- Treat impact statistics as claims that need a source and date, especially when they compare outcomes or project future results.
- Make the response path easy to find and make sure the designation named in the letter matches the donation form.
FAQ
Can AI write a donor story?
It can shape a story you provide, but it should not invent a beneficiary, quote, or composite experience. Obtain consent and use approved details.
How direct should the ask be?
State the amount or range and what it supports plainly. A respectful, specific ask is clearer than implying a contribution would be appreciated.
Can I claim a donation is tax-deductible?
Use only approved language from your organization and jurisdiction. Ask your development or legal team when the status or wording is uncertain.