Donor Impact Report (What Their Gift Accomplished)
Personalized stewardship showing donor's specific impact
The Prompt
The Prompt
Write a personalized Donor Impact Report that shows exactly what a specific gift accomplished for [ORGANIZATION NAME].
The Donor Impact Report should:
- Be 300-450 words, 7th–8th grade reading level, and use [TONE: FORMAL (precise, for foundations/board); WARM (professional, friendly, plain language); CASUAL (conversational for long-time/peer donors)].
- Include sections in this order: Title/Subject; Salutation; Opening thank-you with [DONOR NAME], [GIFT AMOUNT], [GIFT DATE]; Outcomes and attribution; Beneficiary story; Program update; What’s next (no ask); Signature block.
- Attribute impact honestly: connect [GIFT AMOUNT] to [PROGRAM NAME] outcomes during [TIMEFRAME], using [ATTRIBUTION LOGIC: per-unit costs/portion of program/pooled funding]. Example: “At $100 per toolkit, your $5,000 funded 50 toolkits.”
- Provide concrete metrics: [KEY METRICS: # served, outputs, short outcomes] with units, dates, and baselines where available.
- Include one brief beneficiary vignette [STORY], honor [CONSENT STATUS], and anonymize if [ANONYMIZE:YES]. Avoid identifying details without consent.
- Add a brief program update: status, milestones, challenges and how addressed, and next milestone in [NEXT UPDATE WINDOW].
- Personalize throughout: use [DONOR NAME] 2-3 times, reference [DONOR INTEREST/RESTRICTION], and acknowledge past engagement [PRIOR TOUCHPOINTS] if relevant.
- Note gift type [RESTRICTED/UNRESTRICTED] and reflect appropriate framing.
- Include a photo suggestion and 1–2 sentence caption + alt text [PHOTO NOTES] or write “No photo available.”
- Close with gratitude and a clear non-ask next step (e.g., “We’ll share your next update in [CADENCE: QUARTERLY/ANNUAL]”).
- Sign by [SIGNER NAME], [SIGNER TITLE] (ideally Program lead + Development), with direct contact info.
Focus on specificity, humility, and clarity. Avoid clichés (“now more than ever,” “life-changing” without proof), jargon, and over-claiming credit. Use plain language, numbers with sources [DATA SOURCE], and truthful attribution when gifts are pooled. The report should feel human, special, and accountable—something a donor could forward proudly.How to Customize
- Replace all [BRACKETED] fields with your specific information
- Adjust tone and length as needed for your audience
- Review and personalize before using
Pro Tips
- Test this prompt with your preferred AI tool before using in production
- Always review AI output for accuracy and appropriateness
- Customize outputs to match your organization’s voice and brand
Related Prompts
(See other prompts in the programs 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 bike nonprofit in Milwaukee offering hands-on youth workshops and safe cycling resources.
View scenario details
Subject: Jordan, your $5,000 powered 43 fully outfitted youth seats this spring
Hi Jordan Patel,
Thank you for your $5,000 RESTRICTED gift on May 12, 2025 (“Restricted to youth workshop supplies and helmet safety”). We also loved seeing you at the shop open house on Mar 15 and having you volunteer at the Spring Fix-a-Thon on Apr 6—your hands-on help shows.
Outcomes and attribution - Service period: Mar 1–Jun 30, 2025 - Who: 58 youth (ages 12–17) on Milwaukee’s South Side, up from 42 in Q2 2024 - Outputs: 12 Earn-a-Bike workshops (2.5 hours each); 58 refurbished bikes issued with U-locks and helmets; 58 safety toolkits - Outcomes at 60-day check-in: 78% ride 3+ days/week (vs 43% at intake); 92% can perform an ABC safety check (vs 55% at pre-test)
At $85 per workshop seat plus $30 per helmet/lock kit ($115 per youth), your $5,000 funded 43 complete youth packages out of 58 delivered this spring. Your restricted gift was pooled with others only for eligible workshop supplies and helmet safety. Sources: attendance logs and inventory (Airtable), pre/post safety quizzes (Google Forms), and 60-day follow-up calls, March–June 2025.
Beneficiary story “M.,” age 13, came in nervous about fixing a flat. By the third session, M. taught two peers how to patch a tube and checked their brake pads using our checklist. M.’s parent shared that weekend rides have become their family’s way to visit the park without taking the bus. (Parent/guardian written consent on file for program stories; photo consent not granted, so we’re using initials and no identifying details.)
Program update - Status: Spring cohort finished on June 30; all 58 bikes and kits issued. - Milestones: New ABC safety checklist rolled out; 100% of youth completed a pre/post skills quiz. - Challenge: A U-lock shipment was delayed two weeks. We borrowed locks from a partner shop and placed a bulk order to prevent a future gap. - Capacity: Volunteer shifts (including your Fix-a-Thon day, Jordan Patel!) let us refurbish 18 more bikes than last spring. - Next milestone: October 2025 fall capstone ride and skills “rodeo,” plus publishing our fall workshop schedule.
What’s next We’ll share your next update in our October 2025 quarterly. Photo suggestion: Close-up of a teen (no face) tightening a brake cable with a mentor’s hands guiding. Caption: “Your gift put tools in young hands—43 fully outfitted seats this spring.” Alt text: “Hands of a youth and an instructor adjusting a bicycle brake at a community workshop.”
With gratitude, Ana Ruiz, Shop Manager ana@southsidecycle.org | 414-555-0139
Devon Cole, Development Coordinator devon@southsidecycle.org | 414-555-0139
P.S. Jordan, thank you again for directing your gift to youth workshop supplies and helmet safety—it did exactly what you intended.
AI Evaluation Details (Score: 7.8/10)
The output demonstrates strong adherence to the casual tone and includes comprehensive data with honest attribution. However, it suffers from overly mechanical formatting that undermines authenticity, and the structure prioritizes template compliance over readability. The excessive labeling and bullet-point density would benefit from more narrative flow.
- • Excellent casual tone that feels peer-to-peer ('your hands-on help shows,' 'we loved seeing you') without being unprofessional
- • Exemplary transparency in attribution logic—clearly explains per-unit costs, pooled funding, and exactly what the $5,000 funded (43 of 58 packages)
- • Strong data specificity with baselines (78% vs 43% at intake) and proper sourcing (Airtable, Google Forms, follow-up calls)
- • Thoughtful privacy handling—explicitly notes consent status and explains why initials are used
- • Genuine program update that includes a real challenge (U-lock delay) and how it was solved, adding credibility
- • Effective personalization with three mentions of donor name and two references to prior touchpoints
- • Overly mechanical structure—section headers like 'Outcomes and attribution' and 'Beneficiary story' read like template scaffolding rather than natural communication; a donor-facing report shouldn't expose its internal architecture this explicitly
- • Word count appears to exceed the 300-450 range (approximately 480+ words), violating a core constraint
- • The parenthetical consent explanation mid-story '(Parent/guardian written consent on file...)' disrupts narrative flow—this metadata could be handled more gracefully in a footnote or omitted entirely in donor-facing copy
- • Photo placement is awkward—describing a 'suggestion' in the body text rather than treating it as an actual included element makes the report feel incomplete or like internal notes leaked through
- • The P.S. is redundant—the restriction has already been acknowledged multiple times, making this feel like over-explanation
- • Bullet-point density in the outcomes section, while data-rich, creates visual fatigue; some prose integration would improve readability at the requested 7th-8th grade level
Mid-Size Professional Org
Regional rural health nonprofit operating mobile prenatal clinics across six counties in Kansas.
View scenario details
Subject: Donor Impact Report — Henderson Family Foundation | Frontier Mother & Baby Mobile Clinic (Jan–Jun 2025)
Dear Henderson Family Foundation Trustees,
Thank you for your RESTRICTED gift of $25,000 on January 10, 2025, to Prairie Health Partnership. As agreed in our proposal review call (Dec 2024) and confirmed during your site visit at the Morton County clinic (Apr 18, 2025), your grant was restricted to maternal health services in Clay, Morton, and Hale counties.
Outcomes and attribution - Attribution: At $1,250 per clinic day (staffing, fuel, supplies), your $25,000 funded 20 clinic days for the Frontier Mother & Baby Mobile Clinic in Clay, Morton, and Hale from January 1–June 30, 2025. - Scale of services (program totals across six counties, Jan–Jun 2025; your funded days contributed to these results): - 312 prenatal visits (unduplicated clients: 214) - 185 ultrasounds - 228 blood pressure screenings - 64 gestational diabetes screenings - 204 prenatal vitamin kits distributed - Early health outcomes: - 72% of high‑risk referrals completed specialty care within 30 days (vs 51% baseline in 2024) - 88% of clients started prenatal vitamins at their first visit (vs 60% baseline in 2024) Notes on attribution: Your RESTRICTED support underwrote 20 operating days in Clay, Morton, and Hale. Other funders supported remaining days and counties; results above reflect pooled program performance. Sources: Athenahealth EHR visit summaries (Jan–Jun 2025), referral tracking spreadsheet, client SMS satisfaction survey (May 2025).
Beneficiary story “R.,” 29, a seasonal farmworker in Hale County, had not seen a provider since learning she was pregnant. She visited our mobile clinic in a church parking lot, received an ultrasound, and had a high blood pressure alert. Our nurse booked a same‑week OB visit in the nearest town and arranged gas vouchers. R. texted later that she had been started on medication and felt “relieved someone caught it.” Client provided verbal consent for anonymized narrative; no photo consent.
Program update Status: The mobile unit is operating on schedule in Clay, Morton, and Hale. Milestones: added a second clinic day in Morton during planting season; trained staff on a same‑day referral workflow that improved completed referrals. Challenges: Two weather‑related route cancellations were offset by extending evening hours the same week; a May vitamin shipment delay was solved by sourcing from a local pharmacy. Next milestone (November 2025): pilot a BP cuff loaner program with text check‑ins to reduce missed hypertension follow‑ups.
Photo suggestion - Image: Mobile clinic parked beside a grain elevator; nurse greeting a client at the door (no faces). - Caption: “Your funding brought 20 days of prenatal care to remote towns.” - Alt text: “White medical van labeled ‘Mobile Clinic’ with a nurse welcoming a patient in a rural parking lot.”
What’s next We remain grateful for the Henderson Family Foundation’s partnership. We will share your next update in our quarterly report. Please keep any feedback coming.
With appreciation,
Dr. Lila Ahmed, Director of Clinical Services | lila.ahmed@prairiehealth.org | 785-555-0462 Marco Nguyen, Director of Development | marco.nguyen@prairiehealth.org | 785-555-0462
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally strong donor impact report that demonstrates sophisticated nonprofit accountability practices. It excels at transparent attribution, concrete metrics with baselines, and formal tone appropriate for foundation reporting. The transparent handling of pooled funding and restricted gift accounting is particularly professional.
- • Exemplary attribution transparency—clearly distinguishes between donor-funded days (20) and total program results, with explicit note that 'other funders supported remaining days'
- • Strong formal tone throughout—precise language ('unduplicated clients,' 'underwrote 20 operating days'), appropriate salutation to trustees, no casual language
- • Excellent use of baseline comparisons (72% vs 51%, 88% vs 60%) that demonstrate measurable improvement
- • Comprehensive data sourcing (Athenahealth EHR, referral tracking, SMS survey) builds credibility
- • Thoughtful program update with specific problem-solving examples (weather cancellations offset by evening hours, vitamin delay solved locally)
- • Proper handling of consent and anonymization—explicitly states 'no photo consent' and uses only anonymized narrative
- • Strong personalization through prior touchpoints (proposal call, site visit with specific date)
- • Clear restricted gift framing with capital letters 'RESTRICTED' for emphasis
- • Concrete next milestone (BP cuff loaner program) shows forward planning
- • Professional dual signature with direct contact information
- • Word count appears to be approximately 450-475 words, slightly exceeding the 300-450 range
- • Donor name (Henderson Family Foundation) used only twice in body text—could add one more natural reference to hit the 2-3 times guideline
- • The phrase 'Please keep any feedback coming' in closing is slightly informal for formal tone—'We welcome your continued guidance' would be more appropriate
- • Minor formatting: The beneficiary story section could benefit from a brief transition sentence before the vignette to contextualize it within the 20 funded clinic days
Large Established Org
Citywide education nonprofit serving Boston Public Schools with tutoring and literacy programs.
View scenario details
Subject: How BrightWave’s $250,000 fueled City Scholars Tutoring in SY24–25
Dear BrightWave Technologies team,
Thank you for your UNRESTRICTED $250,000 gift on December 15, 2024. Your support aligned closely with BrightWave’s interest in literacy and STEM pathways and your corporate social responsibility priorities. We also appreciated your employee volunteer days in October 2024 and February 2025, and your CEO’s remarks at our Spring Breakfast on May 2, 2025—they energized tutors and partners alike.
Outcomes and attribution (September 1, 2024–June 15, 2025) Your gift joined pooled funding for our City Scholars Tutoring Expansion (program budget: $3.1M). As 8% of the total, BrightWave’s support helped train 316 volunteer tutors (about $600 per trainee) and funded the data systems and school partnerships that enabled expansion to 38 Boston Public Schools.
By the numbers (SY24–25): - Students served: 2,486 in grades 3–8 across 38 schools - Tutoring delivered: 24,900 sessions, 45 minutes each - Reading outcomes (MAP Reading): +0.6 grade levels average growth from fall to spring (district average +0.4) - 68% of participating students met or exceeded growth targets (vs 52% in SY23–24)
Sources: Boston Public Schools MAP Reading data extracts (Sept 2024–May 2025); CLA tutor session logs (Salesforce); external evaluation memo by Northeastern University (June 2025).
Beneficiary story With written consent, Yesenia Santos shared that her son, Luis (grade 5 at P.S. 117), began the year reading below grade level. After two weekly sessions for six months, he now reads aloud at home and picked his first chapter book on his own. Luis told us, “I like when my tutor asks me questions that make me think.” Parent/guardian written consent and photo release on file (May 2025).
Program update Status: Expansion reached all 38 planned schools; tutor training completed on time; data dashboards launched to track growth weekly. Milestones: 316 tutors onboarded; new school partnerships in Dorchester and East Boston. Challenges: Winter attendance dips and a few school scheduling changes. We addressed these with make-up sessions, text reminders to families, and flexible tutor shifts. Next key milestone: By September 2025, publish the full SY24–25 evaluation summary and refresh training to strengthen nonfiction literacy tied to science texts—an area BrightWave champions.
Photo suggestion: Tutor and student reading side-by-side at a school library table (faces consented). Caption: “BrightWave volunteers and funding helped 2,486 students make strong reading gains this school year.” Alt text: “Adult tutor smiling as a fifth-grade student follows along in a chapter book at a library table.”
What’s next We’ll share your next update in September 2025 with the full evaluation highlights and plans for SY25–26. BrightWave Technologies’ partnership—funding plus volunteers—continues to set a steady course for students’ reading and STEM-ready futures.
With gratitude,
Elena Park, VP, Programs | epark@coastalliteracy.org | 617-555-0772 Thomas Greene, Senior Director, Corporate Partnerships | tgreene@coastalliteracy.org | 617-555-0772 Coastal Literacy Alliance
AI Evaluation Details (Score: 8.4/10)
This is a strong, professional donor impact report that successfully balances warmth with accountability. It demonstrates excellent use of concrete metrics, honest attribution logic, and personalization. Minor weaknesses include some structural awkwardness and overly literal transcription of metadata that could be streamlined.
- • Excellent honest attribution using pooled funding logic—clearly explains the 8% contribution and what it enabled without overclaiming
- • Strong use of concrete, sourced metrics with baselines and comparisons (68% vs 52%, +0.6 vs +0.4 grade levels)
- • Effective personalization referencing volunteer days, CEO remarks, and donor interests in literacy/STEM throughout
- • Beneficiary story is specific, consent-transparent, and humanizing without being exploitative
- • Warm, professional tone appropriate for corporate donor—conversational but credible
- • Program update section honestly addresses challenges (attendance dips, scheduling) and solutions
- • Clear non-ask closing with specific next touchpoint timing
- • Overly literal handling of consent metadata—'Parent/guardian written consent and photo release on file (May 2025)' should be noted internally, not copied verbatim into donor-facing text
- • Subject line uses 'fueled' which, while not terrible, edges toward the kind of vague language the prompt warns against
- • The 'By the numbers' section could use slightly smoother formatting—bullet structure breaks the narrative flow somewhat
- • Photo section formatting is clunky—presenting 'suggestion,' 'caption,' and 'alt text' as labeled items feels more like internal notes than polished copy; these should be integrated more naturally or presented as a sidebar
- • Minor wordiness in places (e.g., 'Your support aligned closely with BrightWave's interest in literacy and STEM pathways and your corporate social responsibility priorities' is a bit of a mouthful)
- • The phrase 'set a steady course' in the closing, while thematic, feels slightly forced
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.4/10 • Total validation cost: $0.1851