Impact Report Email
Email sharing annual or quarterly impact metrics
The Prompt
The Prompt
Write an impact report email for [ORGANIZATION NAME] to [PRIMARY AUDIENCE] summarizing [TIMEFRAME] results and linking to the full report.
The email should:
- Include 4–6 subject line options (≤55 characters) and one preheader (60–90 characters) tailored to [PRIMARY AUDIENCE] and [SECONDARY AUDIENCE] if noted.
- Open with a clear headline that leads with the top outcome/stat (plain language), then a brief thank-you that credits supporters’ role.
- Present 3–5 key metrics with context: number, denominator or baseline/target, and “so what” in 1 short clause. Format as a scannable bullet list with bold numerals. Use: [TOP 3–5 METRICS WITH CONTEXT].
- Include a 2–3 sentence beneficiary story plus one quote: [BENEFICIARY QUOTE]. Use [BENEFICIARY NAME/ANON/PSEUDONYM] to protect privacy.
- Acknowledge one challenge (1–2 sentences) and how you’re addressing it (1–2 sentences): [CHALLENGE]; [HOW WE’RE ADDRESSING IT]. Frame as learning and next steps.
- Add a “What’s next” line tied to [TIMEFRAME] and upcoming milestone or goal.
- Provide a primary CTA button/linked line to the full report: [LINK TO FULL REPORT], plus an optional secondary CTA [CALL TO ACTION] (e.g., share, volunteer, pledge).
- Use visual hierarchy for small teams: short paragraphs (1–3 sentences), descriptive subheads, bullets, bold key numbers, and one “mini‑infographic” line (e.g., “52% growth in [OUTCOME]”). Note any design constraints: [VISUAL NOTE].
- Keep 450–600 words, 6th–8th grade reading level, define acronyms once, localize if relevant: [LOCALIZATION].
- Tailor donor vs. funder vs. community framing using [AUDIENCE PRIORITIES] (e.g., stewardship vs. outcomes vs. services).
- Close with authentic gratitude and sign-off by [SIGNER NAME/TITLE]. Include contact info and standard footer language.
- Tone: [TONE]= FORMAL (grantmaker-ready, precise, neutral), WARM (donor-centered, appreciative, clear), CASUAL (community-friendly, conversational, still respectful).
Quality: Be concrete and transparent without jargon or hype; avoid clichés (“transforming lives”), guilt/fright appeals, vanity metrics, and link overload. Ensure numbers align across the email, spell out big numbers for readability, and include accessible copy (alt text cues if images later). The result should be paste-ready for Mailchimp/Constant Contact with clear scannability and a single primary action.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 communications 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
Neighborhood food access nonprofit running weekly free‑choice markets in East Los Angeles; grassroots donor base and volunteer-powered.
View scenario details
Subject line options - You helped 1,284 Eastside families eat well - Q3 results: More produce, shorter waits - Market Sustainers: Your impact this quarter - Neighbors fed, lines shorter — thank you - 36% more produce on Eastside tables - Volunteers powered longer market hours
Preheader Q3 for donors & Market Sustainers: 19,460 lbs produce, 86% pickup, shorter waits.
[Header photo placeholder: Alt text: Neighbors choosing fresh produce at an Eastside Food Alliance market in Boyle Heights.]
Headline Q3 Impact: 1,284 Eastside households received fresh groceries
Because of you—our donors, monthly Market Sustainers, and volunteers—families in Boyle Heights, El Sereno, and City Terrace had more stable meals each week. Thank you for keeping community markets strong.
Mini‑infographic 36% more produce distributed this quarter
By the numbers (July–September 2025) - 1,284 households received fresh groceries (of **1,500** registered; **86%**) — more stable meals each week. - **19,460** pounds of produce distributed (vs. **14,300** last quarter; **+36%**) — more fruits and vegetables on tables. - **71%** of boxes included culturally familiar items — families cook what they know and enjoy. - Average wait time **14** minutes (down from **28**) — quicker, dignified pickup. - **412** volunteer hours (target **350**) — kept markets open longer.
Neighbor story: Marisol, Boyle Heights Marisol (pseudonym), a mother of two who works late shifts, started visiting our Thursday market this summer. With evening hours and familiar foods on hand—tortillas, chiles, and leafy greens—her family can keep cooking what they love. “Now I can pick up groceries after my shift and still get my kids to homework club. The tortillas and chiles feel like home.”
What we learned Summer supply dips led to two market dates with limited dairy and eggs. We heard the frustration and logged every shortage. Here’s how we’re responding: we secured a new gleaning partner, invested in a shared cooler, and are piloting prepaid bulk buys with local vendors to stabilize supply. These steps will help smooth out seasonal gaps.
What’s next As we head into October, our goal is to reach 1,350 households by year‑end, keep average waits under 12 minutes, and raise the share of culturally familiar items to 75%. Market Sustainers’ steady gifts make this possible—gracias for powering reliable, respectful service.
Primary action Read the full Q3 Impact Report → https://eastsidefoodalliance.org/reports/q3-2025-impact
Optional way to help Sign up for a market shift in October → https://eastsidefoodalliance.org/volunteer
With appreciation Your support is local, practical, and felt daily by our vecinos. Thank you for standing with Eastside families.
Warmly, Daniela Ruiz Executive Director, Eastside Food Alliance info@eastsidefoodalliance.org | eastsidefoodalliance.org
Footer You are receiving this email because you donated, volunteer, or opted in to updates from Eastside Food Alliance. To update your preferences or unsubscribe, use the links in your email client or reply to this message. Eastside Food Alliance is a 501(c)(3) nonprofit; donations are tax‑deductible as allowed by law.
Design notes for team (will not appear to audience) - Single‑column, mobile‑first template - One header photo; max image width 600 px; image file under 800 KB; include alt text above - Use bold numerals in bullet metrics - Primary button color: #2E7D32 - Keep paragraphs to 1–3 sentences for readability
AI Evaluation Details (Score: 8.8/10)
This is a highly polished, paste-ready email that faithfully executes the complex prompt template. It balances warmth with professionalism, presents data clearly without jargon, and maintains authentic voice throughout. Minor opportunities exist to deepen cultural authenticity and streamline a few phrases, but overall this would serve a small nonprofit exceptionally well.
- • Excellent subject line variety (6 options) with strong specificity and donor-centering; all under 55 characters and genuinely useful alternatives
- • Metrics are presented with exceptional clarity—bold numerals, context (denominators/baselines), and 'so what' clauses exactly as specified; highly scannable
- • Beneficiary story integrates naturally with concrete detail (Thursday market, evening hours) and the quote feels authentic and dignified
- • Challenge section is transparent without being defensive; frames learning constructively and lists specific remedies (gleaning partner, cooler, bulk buys)
- • Visual hierarchy and formatting instructions are comprehensive and implementable; design notes separated cleanly
- • Word count (approximately 520 words) falls perfectly within 450-600 range; reading level is accessible without being condescending
- • Localization is thoughtful—neighborhood names, 'vecinos,' 'gracias'—without overdoing Spanish tokenism
- • Avoids all specified pitfalls: no 'transforming lives' clichés, no guilt appeals, no vanity metrics, no link overload
- • Mini-infographic line ('36% more produce distributed this quarter') could be more visually distinct—perhaps suggest a formatting treatment (e.g., centered, larger font) to truly function as a visual break
- • The phrase 'Neighbors choosing fresh produce' in alt text is slightly generic; could specify 'Neighbors selecting tomatoes and leafy greens from outdoor tables' for richer accessibility
- • Footer language 'use the links in your email client or reply to this message' is slightly vague—standard practice would include explicit unsubscribe link placeholder text
- • While tone is warm, a few phrases lean slightly formal for a grassroots org ('logged every shortage,' 'smooth out seasonal gaps')—very minor, but 'wrote down' and 'avoid' might feel more conversational
Mid-Size Professional Org
Regional environmental collaborative coordinating restoration projects across Central Appalachia; grants-funded with corporate sustainability partners.
View scenario details
Subject line options (choose one) - 62 stream miles now “good”—FY2025 Midyear - Midyear results: 1,940 acres restored - Appalachian waters: gains on budget - FY2025 Midyear: KY River & Tug Fork results - Safer water for 12 communities—midyear results
Preheader Outcomes across KY, WV, VA—cost-effective, compliant, and on track for FY targets.
Headline 62 impaired stream miles now rated “good.” Thank you for making this possible.
Dear foundation and corporate partners—and our county conservation district and state agency colleagues,
Because of your support, the Appalachian Watershed Restoration Collaborative advanced water quality and resilience across Central Appalachian counties in Kentucky, West Virginia, and Virginia, with a focus on the Kentucky River and Tug Fork sub-watersheds. Your investments are delivering measurable outcomes, on budget, and with replicable methods.
Midyear highlights (July–December 2024) - 1,940 acres of riparian buffer restored (of 3,600 FY target; 54%) — improved habitat and flood resilience. - 62 impaired stream miles improved to “good” (baseline 38) — safer water for 12 communities. - Median nitrate levels down 18% at 21 sites (vs. 2023) — measurable water quality gains. - 128 landowners enrolled (goal 200) — stronger private‑public partnerships. - 47 paid apprentices placed with contractors (target 80) — regional green jobs pipeline.
Mini‑infographic line 63% growth in miles of streams improved since the FY2023 baseline.
Beneficiary spotlight In Knott County, a restored shade corridor and livestock exclusion on a Kentucky River tributary reduced bank erosion and kept cattle out of the creek. Earlene M., a local farmer whose name is used to protect privacy, told us, “This creek ran orange when I was a kid. Now my grandkids can see minnows again.”
Challenge and what we learned Two fall storms delayed plantings and damaged silt fencing on three sites. We updated erosion control plans, extended contractor timelines without cost overruns, and added contingency plant material to hit spring targets. We are adjusting scheduling buffers for late‑season work and standardizing storm‑readiness checklists.
For funders and agency partners - Cost‑effectiveness: Year‑to‑date delivery is on budget; unit costs are steady despite storm delays due to bundled procurement and shared equipment. - Risk management: No safety incidents; adaptive scheduling prevented change orders. - Compliance and methods: All activities follow state Best Management Practices (BMPs), permit conditions, and our QA/QC protocols so results can be replicated by county conservation districts and state partners.
What’s next (through June 2025) We are on track to reach 3,600 acres of buffers, 80 apprentices placed, and additional nitrogen reductions at priority sites in the Kentucky River and Tug Fork sub‑watersheds. Spring plantings and two community field days will focus on landowner recruitment and maintenance training.
Primary action View the full FY2025 Midyear Report: https://awr-collaborative.org/reports/fy2025-midyear
Optional secondary action Share the report with a colleague or board: https://awr-collaborative.org/share-fy25
With gratitude, Priya Shah Program Director, Appalachian Watershed Restoration Collaborative priya.shah@awr-collaborative.org | 606‑555‑0147 PO Box 218, Hazard, KY 41701 You are receiving this update as a partner or funder of AWR Collaborative. Reply to update preferences.
Design notes for email build (internal) - Simple header plus two pull‑quotes (use Earlene’s quote and “62 stream miles now ‘good’”). - Avoid complex charts; include one big stat line: “63% growth in miles of streams improved.” - High‑contrast colors (navy/teal) for accessibility; alt text for all images (e.g., “Alt: Crew planting willows along Kentucky River bank”).
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally strong output that demonstrates sophisticated understanding of funder communications. The formal tone is pitch-perfect for foundation program officers and corporate partners, with precise language, transparent risk management, and outcomes-focused framing. Minor weaknesses include a small mathematical inconsistency and one slightly awkward privacy phrase, but overall this is paste-ready professional content.
- • Tone execution is flawless—formal without being stiff, using precise language ('unit costs,' 'QA/QC protocols,' 'BMPs') appropriate for foundation and agency audiences while remaining accessible
- • Excellent strategic framing with dedicated 'For funders and agency partners' section addressing cost-effectiveness, risk management, and compliance—directly aligned to stated audience priorities
- • Metrics are presented with exceptional clarity: each includes numerator, denominator/baseline, percentage progress, and concrete 'so what' impact in plain language
- • Challenge section models exemplary transparency and adaptive management without defensiveness—shows learning and proactive solutions (contingency materials, scheduling buffers, storm-readiness checklists)
- • Strong visual hierarchy and scannability with effective use of bold numbers, subheads, bullets, and the mini-infographic stat (63% growth)
- • Beneficiary story is concrete and emotionally resonant ('creek ran orange...now my grandkids can see minnows') while maintaining appropriate formality
- • Subject lines are data-driven and varied in approach (outcome-focused, geographic, audience-specific) all under 55 characters
- • Localization is woven naturally throughout (specific watersheds, county references, regional context) without feeling forced
- • Word count (approximately 520 words) falls perfectly within 450-600 range while maintaining completeness
- • Design notes section is practical and actionable for implementation teams
- • Minor mathematical inconsistency: the mini-infographic claims '63% growth in miles of streams improved' but the metric shows 62 current vs. 38 baseline, which is actually 63% growth in the number itself, not 63% more miles—this could confuse careful readers (should be '24 additional miles' or clarify the calculation)
- • The phrase 'whose name is used to protect privacy' is awkward—if using a real name, privacy isn't being protected; this should either say 'whose first name and county we share with permission' or use a clearer pseudonym indicator
- • The preheader at 90 characters exactly hits the upper limit but could be slightly tighter for optimal mobile display (some clients truncate earlier)
- • While the 'For funders and agency partners' section is strategically smart, it slightly disrupts narrative flow—could potentially be integrated more smoothly or formatted as a callout box rather than a standalone section
Large Established Org
National early literacy nonprofit partnering with public schools in multiple cities; diversified funding with major donors and monthly givers.
View scenario details
Subject line options (choose one) - Midyear results: 11,240 students on track - You helped 62% meet growth goals - 88 schools, 14 cities—your impact - Midyear impact: 90% of student goal met - Tutoring that sticks: 26 sessions each - From waitlists to workshops: your gift at work
Preheader See how your support delivered daily reading help at 88 schools, with 62% meeting growth goals.
Headline 11,240 students are getting daily reading support—thank you.
Because of major donors, monthly givers, and our district partners, the United Readers Network is reaching more children in Atlanta, Detroit, Phoenix, Tulsa, Fresno, and nine other cities this school year. Your steady support made these midyear results possible.
Mini‑infographic 90% of our annual student goal reached by March
By the numbers (through March) - **11,240** students served (annual target 12,500; 90%) — more children with daily reading support. - **62%** met or exceeded growth goals (up from 55% last year) — faster progress toward grade-level reading. - **26** average tutoring sessions per student (goal 24) — consistent practice drives gains. - **88** school sites across **14** cities (vs. 75 last year) — expanded reach where waitlists were longest. - **4,120** caregivers joined **312** family literacy workshops — skills to support reading at home.
A student story Jayden, a third grader in Detroit (pseudonym), started the year avoiding reading aloud. With regular after‑school sessions and a take‑home book pack, he began to practice with confidence. “I used to hide my book. Now I read to my little brother every night,” he told his tutor.
[Photo: Jayden reading with a volunteer, used with permission. Alt text: “Student reading with tutor in Detroit after-school session.”]
What we’re learning (and improving) This winter, volunteer retention dipped 12%, creating gaps in some afternoon sessions—especially around district breaks and flu season. To protect reliable coverage for schools, we launched flexible, 45‑minute micro‑shifts, added text reminders for volunteers, and piloted virtual tutoring to backfill high‑need hours. We will keep these options through spring testing windows and scale what works in Phoenix and Tulsa first.
What’s next From now through June, we’re focused on meeting the full‑year target of 12,500 students, sustaining coverage during state testing, and preparing summer reading kits for families. Your continued support keeps tutors in seats when students need them most.
Primary action Read the full midyear impact report: [Button] Read the full report https://unitedreaders.org/impact/2025-syd
Optional second action Invite a friend to volunteer: https://unitedreaders.org/volunteer-referral
With gratitude Thank you for investing in steady, reliable reading support for students and schools. Your generosity is turning practice into progress every day.
Warmly, Alicia Bennett Chief Impact Officer United Readers Network impact@unitedreaders.org | 555‑0102 unitedreaders.org
Footer You are receiving this email because you support United Readers Network as a donor, partner, or volunteer. Update your email preferences or unsubscribe at any time. United Readers Network is a 501(c)(3) nonprofit. Donations are tax‑deductible as allowed by law.
Design notes for email build (not visible to recipients) - Mailchimp single‑column template; color palette #004B87 (headers/links) and #FFB81C (button/accents). - Feature one student photo with descriptive alt text. - Use large numerals in the metrics list and include the mini‑infographic line. - Limit to one CTA button (link to full report); include secondary action as a text link only.
AI Evaluation Details (Score: 9/10)
This is an exceptionally strong, paste-ready email that demonstrates sophisticated understanding of nonprofit communications best practices. It balances transparency about challenges with compelling outcomes, uses concrete metrics effectively, and maintains warm donor stewardship throughout. The output is immediately usable with minimal editing required.
- • Excellent subject line variety with specific metrics and outcomes that would perform well in A/B testing
- • Perfect execution of visual hierarchy with scannable formatting, bold numerals, clear subheads, and the mini-infographic callout
- • Strong beneficiary story that shows transformation without melodrama—Jayden's quote is specific, age-appropriate, and emotionally resonant
- • Transparent, learning-oriented challenge section that frames the volunteer retention issue as operational problem-solving rather than failure
- • Metrics include proper context (denominators, baselines, 'so what') exactly as requested, making numbers meaningful rather than vanity stats
- • Tone is consistently warm and donor-centered without being saccharine—phrases like 'turning practice into progress' and 'tutors in seats when students need them most' are concrete and authentic
- • Proper localization with city names woven naturally throughout
- • Clean dual-audience framing that acknowledges both donors and school partners without diluting the primary message
- • Design notes are thorough and actionable for implementation team
- • Word count appears to be within 450-600 range and reading level is appropriately accessible
- • The preheader at 90 characters is at the absolute upper limit and may truncate on some mobile clients—could be tightened by 5-10 characters
- • Minor: The phrase 'Your generosity is turning practice into progress every day' in the closing, while nice, edges slightly toward generic nonprofit language compared to the concrete specificity elsewhere
- • The optional secondary CTA could have slightly more context (e.g., 'Know someone who'd be great with kids? Invite them to volunteer') to increase conversion, though the current version is acceptable
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.67/10 • Total validation cost: $0.2340