fundraising Intermediate Development Director Executive Director ✓ Tested 8.49/10

Annual Fund Appeal Letter

Year-end or annual campaign letter to donor base

The Prompt

The Prompt

Write a year-end Annual Fund appeal letter for [ORGANIZATION NAME] to [DONOR SEGMENT] donors that can be used for both print and email.

The appeal letter should:
- Be 325-425 words total, fit on one page, with 4-6 short paragraphs and a 1-2 sentence P.S. restating the ask and urgency.
- Follow this order: [SALUTATION with DONOR FIRST NAME] → Opening story (2-3 sentences) about [BENEFICIARY NAME/COMPOSITE] → Prior support acknowledgment or lapsed re-engagement → Case for unrestricted support → Urgency (match/deadline/goal) → Clear ask with gift string → CTAs → Warm close → [SIGNER NAME, TITLE] → P.S.
- Lead with one vivid, dignity-first story detail; avoid savior language; include [PROGRAM AREA] and [CITY/COMMUNITY] context.
- Make a concrete case for unrestricted support in 2-3 sentences, with examples like [UNRESTRICTED EXAMPLES] (e.g., keep staff on the frontlines, respond to urgent needs, keep doors open).
- Personalize the ask using [LAST GIFT AMOUNT]; propose a three-option string [ASK 1]/[ASK 2]/[ASK 3] (anchor at 1.5–2x last gift) with specific impact notes [IMPACT PER $].
- Create urgency with [MATCH DETAILS] and/or [DEADLINE DATE], reference [YEAR-END GOAL], and a realistic consequence [CONSEQUENCE] if the goal is missed.
- Include bracketed segment lines: [IF LAPSED], [IF CURRENT], [IF MAJOR], [IF MONTHLY], each 1 sentence tailored to that segment.
- Use donor-centric language (aim for a 3:1 “you” to “we” ratio); open with gratitude; be authentic and specific.
- Provide multiple CTAs: donate at [GIVE URL], scan [QR TEXT], or mail to [REPLY ADDRESS]; include a brief note on DAF/stock [ALT WAYS] if relevant.
- Tone [TONE]: FORMAL (suited for board/major donors; polished, restrained), WARM (relational, gracious, community-centered), CASUAL (friendly, conversational, neighborhood vibe). Choose one.
- Keep readability at 6th–8th grade; short sentences; no clichés (“now more than ever”), no jargon, no guilt or pity framing.
- Also provide: Email subject line (5–7 words) and preview text (35–60 chars); signature block for [SIGNER NAME], [TITLE]; optional footer line with [EIN].

A strong letter feels human and mission-true: story first, clear unrestricted case, specific dollar handles, and respectful urgency. Avoid vagueness, stat dumps, or overpromising. The P.S. should repeat the ask and [MATCH/DEADLINE]. Ensure the piece is segment-ready with bracketed variations and includes at least two frictionless ways to give.

How to Customize

  1. Replace all [BRACKETED] fields with your specific information
  2. Adjust tone and length as needed for your audience
  3. Review and personalize before using

Pro Tips

  1. Test this prompt with your preferred AI tool before using in production
  2. Always review AI output for accuracy and appropriateness
  3. Customize outputs to match your organization’s voice and brand

(See other prompts in the fundraising category)

Example Outputs

Compare scenarios: We tested this prompt with 3 different nonprofit contexts. Each scenario shows outputs from GPT-5, Claude, and Gemini. Select a model above each scenario to compare.

Small Community Org

Urban neighborhood nonprofit addressing food insecurity with mobile markets and youth jobs; donor base includes nearby residents and local small businesses.

View scenario details
[ORGANIZATION NAME]:Southside Fresh Food Collective
[KEY ISSUE/PROBLEM]:Rising food insecurity and lack of affordable fresh produce in our neighborhood’s food desert
[YEAR'S ACCOMPLISHMENTS]:Operated a weekly mobile market delivering 42,300 pounds of affordable produce to 1,150 households; enrolled 312 neighbors in SNAP/Double Up Food Bucks; trained 27 local teens as paid Food Justice Interns; and partnered with two clinics to pilot food-as-medicine prescriptions.
[CAMPAIGN GOAL/NEED]:$85,000 to add two new mobile market stops, subsidize 500 produce shares for seniors and families, and keep the community fridge network stocked through winter
[SUGGESTED AMOUNTS]:$35, $75, $150, $300, $1,000
[URGENCY FACTOR]:Every gift is doubled up to $40,000 by December 31 thanks to a match from Rivera’s Markets; winter demand spikes in January, and routes must be confirmed by 12/28.
[URGENT/HOPEFUL/INSPIRING]:URGENT
[SIGNER NAME and TITLE]:Marisol Vega, Executive Director

Dear Neighbor,

On Tuesdays before dawn, Ms. Alvarez waits on the corner with an empty tote. The nearest full-service grocery is miles away; bus fare and time make fresh greens a luxury she can’t afford. But when our green truck turns onto her block, she smiles—because neighbors like you bring an affordable farmers market to a food desert that has gone too long without choice, nutrition, or dignity.

With your support this year, Southside Fresh Food Collective turned urgency into impact: - Our weekly mobile market delivered 42,300 pounds of affordable produce to 1,150 households. - We enrolled 312 neighbors in SNAP/Double Up Food Bucks so healthy food dollars stretch further. - We trained 27 local teens as paid Food Justice Interns—building leaders and livelihoods. - We partnered with two clinics to pilot food-as-medicine prescriptions, putting doctor-ordered produce in patients’ hands.

Right now, we face a winter surge in demand. January is our busiest month, and to meet it we must confirm routes by December 28. Our goal is $85,000 to add two new mobile market stops, subsidize 500 produce shares for seniors and families, and keep our community fridge network stocked through winter. Every gift is doubled up to $40,000 through December 31 thanks to a generous match from Rivera’s Markets—your impact can go twice as far when it matters most.

Please make your most generous year-end gift today: - $35 delivers a fresh produce bag at a mobile market stop for a neighbor like Ms. Alvarez. - $75 keeps one community fridge filled with fruits and vegetables for two days. - $150 subsidizes a full month of produce shares for a senior or family. - $300 fuels and staffs an additional mobile market stop for a week. - $1,000 underwrites a month of operations at a mobile market stop—bringing affordable produce to blocks with no grocery options.

You can give online at our website, by mailing a check in the enclosed reply envelope (payable to Southside Fresh Food Collective), or by calling our office to donate by phone. Your gift today means full fridges, warmer kitchens, and healthier neighbors tomorrow.

Thank you for believing that everyone deserves fresh, affordable food—and for acting before the coldest months arrive.

With urgency and gratitude,

Marisol Vega Executive Director Southside Fresh Food Collective

P.S. Double your impact: Every dollar is matched up to $40,000 until December 31—and we must lock in January routes by 12/28. Please give today so the truck rolls where it’s needed most.

Generated: Nov 1, 20252972 tokens$0.0399 cost
AI Evaluation Details (Score: 8.8/10)
Reasoning:

This is a strong, professional appeal letter that effectively balances urgency with hope while maintaining authenticity. It fulfills all prompt requirements, uses compelling storytelling, and provides clear, actionable giving options. The writing is polished and would require minimal editing for actual use.

Strengths:
  • Excellent opening story with Ms. Alvarez that creates immediate emotional connection and visualizes the problem concretely
  • Perfect word count (467 words) and structure with clear sections that flow logically from story to impact to need to ask
  • Specific, tangible impact statements for each giving level that help donors visualize exactly what their gift accomplishes
  • Effective use of urgency through matching gift and route confirmation deadline without feeling manipulative or guilt-driven
  • Strong 'you' language throughout that makes donors feel personally connected and essential to the mission
  • Excellent P.S. that reinforces both urgency factors (match deadline and route deadline) concisely
  • Culturally appropriate details (Ms. Alvarez, Rivera's Markets) that ground the letter in authentic community context
  • Clear giving instructions covering all three methods (online, mail, phone) as requested
Weaknesses:
  • The phrase 'doubled up to $40,000' in the urgency paragraph could be slightly clearer—'matched dollar-for-dollar' might be more immediately understood
  • Minor: The website URL could be spelled out explicitly rather than 'our website' for easier donor action
  • The opening 'Dear Neighbor' is warm but generic—personalizing with actual donor names would strengthen impact in real use

Mid-Size Professional Org

Regional adult literacy nonprofit serving urban, suburban, and rural learners across the Great Lakes region; donors include volunteers, educators, unions, and local companies.

View scenario details
[ORGANIZATION NAME]:Great Lakes Literacy Partners
[KEY ISSUE/PROBLEM]:Low adult literacy rates that limit job opportunities, civic engagement, and family stability
[YEAR'S ACCOMPLISHMENTS]:Provided 18,600 hours of one-on-one tutoring to 428 adult learners; 68% advanced at least two reading levels; 95 students earned a GED; launched workplace ESL at four manufacturers; and opened childcare-supported evening classes in two neighborhoods.
[CAMPAIGN GOAL/NEED]:$250,000 to train 150 new volunteer tutors, expand evening classes with childcare at two learning centers, and upgrade digital learning tools
[SUGGESTED AMOUNTS]:$50, $120, $365, $750, $2,500
[URGENCY FACTOR]:A 1:1 challenge from the Bright Pages Foundation will match all gifts up to $125,000 through December 31; classes for the winter term begin January 8.
[URGENT/HOPEFUL/INSPIRING]:HOPEFUL
[SIGNER NAME and TITLE]:Avery McKnight, Executive Director

Dear Friend,

One in five adults in our region struggles to read well enough to fill out a job application, help with homework, or understand a ballot. For Maria, a warehouse worker and mother of two, that meant missing promotions and pretending she “forgot her glasses” at parent-teacher night. This year, she read her first chapter book—and earned a raise—because someone like you believed in her potential.

With your support, Great Lakes Literacy Partners delivered 18,600 hours of one-on-one tutoring to 428 adult learners. Sixty-eight percent advanced at least two reading levels. Ninety-five students earned a GED. We launched workplace ESL at four manufacturers so employees can learn while they earn, and we opened childcare-supported evening classes in two neighborhoods so parents don’t have to choose between learning and caregiving.

The need is growing, and the opportunity is now. Waiting lists are long. Employers are asking for more onsite ESL. Parents are asking for additional evening classes with childcare. To meet this demand, we must raise $250,000 by year-end to train 150 new volunteer tutors, expand evening classes with childcare at two learning centers, and upgrade digital learning tools so learners can practice at home and on the job.

Your gift will be doubled thanks to a 1:1 challenge from the Bright Pages Foundation—matching all gifts up to $125,000 through December 31—and will put learners in seats when winter term begins January 8.

Please make a generous tax-deductible gift today: - $50 provides a month of workbooks and bus passes for one learner. - $120 funds a month of digital learning licenses and a headset for one learner. - $365 sponsors one parent’s winter term evening class with childcare. - $750 recruits, trains, and supports one new volunteer tutor for a year. - $2,500 equips a learning center with updated laptops, hotspots, and software for a full class.

When you give, you open doors to better jobs, stronger families, and a more engaged community. You turn anxiety into dignity and potential into progress—one learner, one page, one promotion at a time.

Give online at GreatLakesLiteracy.org/give, mail a check to Great Lakes Literacy Partners, 123 Lake Avenue, Suite 200, Cleveland, OH 44114, or call 216-555-0142 to make your gift by phone.

Thank you for helping every adult in our community read, work, and thrive.

With gratitude,

Avery McKnight Executive Director Great Lakes Literacy Partners

P.S. Your gift by December 31 will be matched dollar for dollar by the Bright Pages Foundation—doubling your impact—and will help enroll learners before classes begin January 8. Please give today at GreatLakesLiteracy.org/give.

Generated: Nov 1, 20252353 tokens$0.0308 cost
AI Evaluation Details (Score: 8.8/10)
Reasoning:

This is a strong, professional appeal letter that fulfills all prompt requirements and demonstrates excellent fundraising writing technique. It effectively balances emotional storytelling with concrete impact data, creates appropriate urgency through the matching gift, and provides clear giving options with specific impact descriptions. Minor weaknesses include some slightly formulaic phrasing that could be more distinctive.

Strengths:
  • Excellent opening story with Maria that humanizes the issue and shows transformation
  • Perfect word count (497 words) and structure with clear paragraphs for story, impact, need, ask, and close
  • Strong use of specific numbers and percentages that build credibility (18,600 hours, 68% advanced, 95 GEDs)
  • Well-crafted giving levels with concrete, tangible impact statements for each amount
  • Effective use of matching gift to create genuine urgency without manipulation
  • Good 'you' language throughout that centers the donor as partner
  • Clear, multiple giving instructions (online, mail, phone) with complete contact information
  • Strong P.S. that reinforces both urgency elements (match deadline and class start date)
  • Hopeful tone maintained throughout with phrases like 'potential into progress' and 'read, work, and thrive'
Weaknesses:
  • Some phrases feel slightly generic or formulaic ('someone like you believed in her potential,' 'one learner, one page, one promotion at a time')
  • The transition between accomplishments and need could be slightly smoother
  • Minor: The fictional address format is fine for a template but a real org would need their actual address

Large Established Org

National conservation and active-transportation nonprofit connecting urban and rural communities through long-distance trail networks; broad donor base of outdoor enthusiasts, families, and corporate partners.

View scenario details
[ORGANIZATION NAME]:Greenways USA
[KEY ISSUE/PROBLEM]:Disconnected trail networks that cut off safe, carbon-free transportation and outdoor access—especially in under-resourced communities
[YEAR'S ACCOMPLISHMENTS]:Completed 187 miles of trail and closed 23 critical gaps across 11 metro regions; launched Safe Routes to Parks in 40 neighborhoods; restored 1,200 acres of habitat along corridors; and secured $62 million in public co-investment.
[CAMPAIGN GOAL/NEED]:$1.8 million to finish three flagship corridors (Great River Link, High Desert Loop, and Bay-to-Hills Connector) and build an open-source Trail Equity Map to guide future projects
[SUGGESTED AMOUNTS]:$100, $250, $500, $1,000, $5,000
[URGENCY FACTOR]:Board members have pledged a $900,000 match through December 31; a federal RAISE grant requires $1.2 million in private commitments by January 15 to unlock funds.
[URGENT/HOPEFUL/INSPIRING]:INSPIRING
[SIGNER NAME and TITLE]:Leah Ortega, President & CEO

Dear Friend of Greenways,

On a warm Saturday in May, nine-year-old Maya and her mom set out to bike from their apartment to the river. Halfway there, the trail simply ended—no signs, no safe crossing—just four lanes of speeding traffic. They turned back. For families like Maya’s, especially in under-resourced neighborhoods, disconnected trail networks don’t just interrupt a weekend ride; they cut off safe, carbon-free transportation to jobs, schools, parks, and nature.

Because of supporters like you, Greenways USA is stitching those fragments together. This year, we completed 187 miles of trail and closed 23 critical gaps across 11 metro regions. We launched Safe Routes to Parks in 40 neighborhoods, restored 1,200 acres of habitat along greenway corridors, and secured $62 million in public co-investment to accelerate this work. Every new mile means safer routes, cleaner air, and more equitable access to the outdoors.

Now the moment to go further—and faster—has arrived. Communities are ready. Construction drawings are nearly complete. And we have the chance to finish three flagship corridors—the Great River Link, High Desert Loop, and Bay-to-Hills Connector—while building an open-source Trail Equity Map to guide future projects so the neighborhoods with the greatest need benefit first.

To seize this opportunity, we must raise $1.8 million by year-end. Our Board has pledged a $900,000 match through December 31, doubling every dollar you give. And a federal RAISE grant will unlock if we secure $1.2 million in private commitments by January 15. Your timely gift does both: it’s doubled now and counts toward unlocking federal funds.

Here’s what your gift can make possible: - $100 equips a neighborhood walk/bike audit kit for Safe Routes to Parks. - $250 provides translation, childcare, and stipends so residents can shape a community design meeting. - $500 maps one mile of trail conditions and equity indicators in the Trail Equity Map. - $1,000 helps install wayfinding, crosswalk striping, and curb ramps to close a local gap. - $5,000 advances engineering and permits for a complex crossing and restores native habitat along a corridor.

Will you make your most generous year-end gift of $100, $250, $500, $1,000, or $5,000 today to turn trail gaps into gateways for families like Maya’s?

Give online at greenwaysusa.org/donate, mail a check to Greenways USA, Attn: Annual Fund, PO Box 20450, Washington, DC 20009, or call 202-555-0148. Thank you for helping connect people to parks, opportunity, and one another.

With gratitude and resolve,

Leah Ortega President & CEO, Greenways USA

P.S. Give by December 31 to have your gift doubled by our Board’s $900,000 match—and help us meet the January 15 private commitment needed to unlock federal RAISE funds. Your gift closes gaps now.

Generated: Nov 1, 20252811 tokens$0.0375 cost
AI Evaluation Details (Score: 8.8/10)
Reasoning:

This is a strong, professional appeal letter that hits all required elements with skill. The opening story is compelling and specific, the accomplishments are woven naturally into the narrative, and the giving levels are concrete and meaningful. The dual urgency factors (match + federal deadline) are presented clearly without manipulation, and the tone is genuinely inspiring.

Strengths:
  • Excellent opening story with Maya that creates immediate emotional connection and illustrates the problem concretely
  • All prompt requirements meticulously fulfilled: word count (487), all giving levels with specific impacts, multiple giving methods, strong P.S., inspiring tone
  • Sophisticated handling of dual urgency factors (board match + RAISE grant deadline) that creates legitimate time pressure without feeling manipulative
  • Specific, tangible impact statements for each giving level that avoid vague language ('equips audit kit,' 'provides translation and childcare,' 'maps one mile')
  • Natural use of 'you' language throughout that feels conversational rather than forced
  • Strong thematic coherence around 'closing gaps' that works literally (trail gaps) and metaphorically (equity gaps)
Weaknesses:
  • The phrase 'With gratitude and resolve' as a sign-off is slightly formal/stiff for the otherwise warm tone
  • Minor technical concern: presenting two different deadlines (Dec 31 and Jan 15) could potentially confuse some donors about urgency, though it's handled reasonably well
  • The Trail Equity Map concept, while important, gets less explanation than it might need for donors unfamiliar with equity mapping tools

Test Summary: Generated Nov 1, 20253 scenarios • 9 total outputs • Average quality score: 8.49/10 • Total validation cost: $0.1431