Newsletter - Program Updates
Monthly or quarterly newsletter to donor/supporter list
The Prompt
The Prompt
Create a monthly program-update email newsletter for [ORGANIZATION NAME], focused on [ISSUE/COMMUNITY] and the period [MONTH/QUARTER/YEAR].
The newsletter should:
- Be 400–600 words, mobile-first, scannable; use short paragraphs (2–3 sentences), bullets, and headers under 5 words.
- Follow this order (4 sections): 1) Program highlight with 1–2 concrete metrics and a 2–3 sentence beneficiary vignette; 2) Upcoming events (dates, 1-line purpose, simple RSVP link); 3) Donor/volunteer spotlight with a gratitude note; 4) Clear primary CTA [DONATE/VOLUNTEER/REGISTER] plus one secondary action.
- Include 3 specific subject lines (45–65 chars), 1 preheader (35–70 chars), and preview snippet (20–30 words); avoid generic phrases like “Monthly Newsletter.”
- Open and close with a personal note from [SIGNER NAME, TITLE: EXECUTIVE DIRECTOR/PROGRAM MANAGER]; include a short P.S. that tees up the CTA without hard pressure.
- Place 1–2 photo placeholders with captions and meaningful ALT text; suggest easy-to-source images from [PROGRAM NAME/RECENT EVENT].
- Write for mixed audiences (donors, volunteers, partners); add two segmented P.S. variants: [DONOR P.S.] and [VOLUNTEER P.S.].
- Use accessibility and clarity best practices: descriptive link text, plain-text fallback, and 8th–10th grade reading level; define acronyms once.
- Balance stewardship vs ask at roughly 80/20; center impact and gratitude.
- Add footer placeholders: contact info, manage preferences link (“update email frequency”), and compliance language.
- Track results: apply [UTM CAMPAIGN] to all links; list 3 KPIs beyond opens (e.g., CTR, event RSVPs, donation page views) and 1 A/B test idea (e.g., subject specificity vs. impact stat).
- Recommend a send cadence [MONTHLY/QUARTERLY] and best send window for [AUDIENCE TIMEZONE].
- Tone: [TONE]= FORMAL (board/funders, precise, reserved), WARM (donors/partners, relational, encouraging), CASUAL (volunteers/community, friendly, energetic). Apply consistently.
Quality: Be concrete, local, and human-centered; avoid clichés, guilt language, and heavy jargon. Protect dignity and privacy (first names/consent if used). The goal is steady stewardship that sets up future asks and reduces unsubscribes through value-first content.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
Rural, volunteer-powered pantry serving farmworker families in Washington’s Yakima Valley; bilingual outreach with local donors and church partners.
View scenario details
Subject line options - November: 1,240 harvest boxes delivered—thank you - Fresh apples, fuller plates: Yakima update + ways to help - Volunteer spots open: holiday packing shifts in Sunnyside
Preheader See November impact, RSVP for delivery days, and meet Marisol.
Preview snippet Your support kept farmworker families stocked with produce and protein. Quick updates, two event dates, and one easy way to pitch in.
Hello from Valley Roots,
As the orchards wind down, your steady care is keeping pantry shelves and family tables steady, too. Here’s what your support made possible in November.
Program highlight - 1,240 harvest boxes delivered across Yakima Valley. - 86% included a protein item (beans, eggs, or chicken).
Marisol, who packs apples near Granger, told us the Friday box means she can plan for the week without skipping lunches. Her 10-year-old now asks for the pears “like the ones we picked.” With consent, we’re sharing her first name to honor her story and privacy.
[PHOTO: Volunteers loading apple crates into a van at our Sunnyside site] ALT: Volunteer placing apple crates into a Valley Roots van during Harvest Box pick-up. Caption: Early shift loading for rural routes.
[PHOTO: Close-up of a harvest box with apples, tortillas, beans, and eggs] ALT: Contents of a Valley Roots harvest box: produce and protein. Caption: What most families saw this month.
Upcoming events - Sat, Nov 15 – Harvest Pack Morning (Sunnyside): Build 600 boxes for weekend routes. RSVP at valleyroots.org/rsvp/harvest-pack?utm_campaign=nov-2025-harvest-update - Thu, Nov 20 – Route Driver Huddle (Yakima): Quick safety refresh + map updates. Save your spot: valleyroots.org/rsvp/driver-huddle?utm_campaign=nov-2025-harvest-update - Mon, Nov 24 – Holiday Protein Pack (Wapato): Add protein to late-month boxes. Join the line: valleyroots.org/rsvp/protein-pack?utm_campaign=nov-2025-harvest-update
Spotlight Yakima Valley Credit Union’s team pre-packed 320 pantry staples in under two hours—efficient, careful, and cheerful. And route lead Antonio R. has now logged 50 Saturday mornings, mentoring new drivers on rural drop-offs.
We’re grateful for the stamina and care you bring. You make it safe, dignified, and on time.
Take action - Primary: VOLUNTEER a packing or driving shift. Sign up: valleyroots.org/volunteer?utm_campaign=nov-2025-harvest-update - Secondary: Share our route map with a friend who has a reliable car. View the routes: valleyroots.org/drive?utm_campaign=nov-2025-harvest-update
Thank you for being part of a practical, local solution. If images don’t load, read the plain-text version here: valleyroots.org/plain?utm_campaign=nov-2025-harvest-update
With appreciation, [SIGNER NAME, TITLE: EXECUTIVE DIRECTOR/PROGRAM MANAGER]
P.S. If you’ve been thinking about jumping in, short Saturday shifts make a big difference. See open slots: valleyroots.org/volunteer?utm_campaign=nov-2025-harvest-update
Segmented P.S. - Donor P.S.: Your $25 last month covered protein for a family of four—thank you. If you’d like, consider joining our $10/month Neighbor Circle. - Volunteer P.S.: We have Saturday morning packing shifts; bring a friend and we’ll pair you with a seasoned lead.
Tracking and learning - KPIs beyond opens: click-through rate to volunteer page; event RSVPs completed; donation page views from this email. - A/B test idea: subject line specificity (local image “Fresh apples, fuller plates”) vs. impact stat (“1,240 harvest boxes delivered”). - Recommended cadence: Monthly. Best send window (Pacific Time): Tuesday 10:30 a.m.–12:00 p.m.; backup Thursday 4:00–5:30 p.m.
Footer Valley Roots Community Pantry [Address], Yakima Valley, WA Contact: [phone] • [email] • valleyroots.org?utm_campaign=nov-2025-harvest-update Manage preferences: update email frequency Privacy/Compliance: You’re receiving this because you opted in at an event or online. Unsubscribe anytime. We respect your data and never sell your information.
Plain-text fallback All links in this email include the tag nov-2025-harvest-update for measurement. If any link doesn’t work, please reply and we’ll resend details.
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally strong nonprofit newsletter that demonstrates deep understanding of community-based communications. It balances warmth, specificity, and dignity while meeting nearly all technical requirements. The casual tone feels authentic to a grassroots organization, and the content is actionable and respectful.
- • Excellent tone execution: casual yet respectful, with phrases like 'steady care,' 'cheerful,' and 'jumping in' that feel natural for volunteer-driven orgs
- • Strong dignity and privacy practices: explicitly mentions consent for Marisol's story and uses only first names appropriately
- • Highly specific and local: '86% included protein,' 'packs apples near Granger,' '320 pantry staples in under two hours' create credibility
- • Exceptional accessibility: meaningful ALT text, plain-text fallback, descriptive link text, and scannable structure
- • Smart stewardship balance: roughly 85/15 gratitude-to-ask ratio with soft CTAs that don't pressure
- • Practical tracking framework: UTM parameters consistently applied, relevant KPIs, and realistic A/B test
- • Mobile-optimized structure: short paragraphs, clear headers, bullets, and two well-placed image placeholders
- • Authentic beneficiary vignette: Marisol's story is concrete (Friday box, 10-year-old, pears) without being exploitative
- • Strong subject lines: all under 65 characters, specific, and avoid generic newsletter language
- • Thoughtful segmentation: donor and volunteer P.S. variants add personalization without complexity
- • Date inconsistency: events listed as 'Nov 15, Nov 20, Nov 24' but newsletter is for 'November 2025'—these dates should be future-dated or clarified as examples
- • Minor formatting issue: signer name shows placeholder text '[SIGNER NAME, TITLE...]' instead of 'Marisol Reyes, Program Manager'
- • Preheader could be stronger: 'meet Marisol' is slightly confusing since Marisol is both signer and beneficiary—could specify 'meet a packer' or similar
- • Missing acronym definition: 'RSVP' used without spelling out, though this is minor given common usage
Mid-Size Professional Org
Urban workforce nonprofit in Detroit connecting returning citizens to tech and advanced manufacturing careers; employer partners and local foundation funders.
View scenario details
Subject line options - Detroit reentry careers: Cohort 7 hires + Q1 events - Tech Pathways results: 78% placed; RSVP for Q1 - Your support at work: paid training, local hires
Preheader Program results, Q1 events to RSVP, and a graduate’s next step.
Preview snippet Cohort 7 is moving into real jobs. Join tours, job fairs, and mock interviews. Thank you for powering paid training and stability.
Hello from [SIGNER NAME], Executive Director,
Thank you for standing with returning citizens (formerly incarcerated adults) as they build careers in Metro Detroit. Here’s what your partnership made possible this quarter—and what’s next.
Program highlight - 78% of Tech Pathways Cohort 7 secured jobs within 60 days. - Average starting wage: $21.40/hour across IT support and advanced manufacturing roles.
With consent, meet Marcus, a Detroit resident who completed Tech Pathways. He’s now a CNC (computer numerical control) trainee at a Southwest Detroit shop, earning $21/hour. “Having a paid training schedule and a bus pass meant I didn’t have to choose between learning and rent,” he shared.
[PHOTO 1: Tech Pathways Cohort 7 Graduation at Detroit Public Library] ALT: Eight graduates in blue stoles hold certificates; two instructors applaud. Caption: Cohort 7 celebrates at the Main Branch—family and employers in the front row.
Upcoming events - Jan 23, 2026 — Employer Tour (Midtown) See hands-on labs; meet trainees ready for entry-level roles. RSVP: Employer Tour — Midtown (plain text: https://detroitreentry.org/events/midtown-tour-jan23?utm_source=email&utm_medium=newsletter&utm_campaign=q1-2026-program-update)
- Feb 11, 2026 — Job Fair (Southeast) Hiring event with Detroit at Work; second-chance employers on-site. RSVP: Returning Citizen Job Fair (plain text: https://detroitreentry.org/events/job-fair-feb11?utm_source=email&utm_medium=newsletter&utm_campaign=q1-2026-program-update)
- Mar 6, 2026 — Info Session Learn how Tech Pathways supports training, stipends, and placement. RSVP: Program Info Session (plain text: https://detroitreentry.org/events/info-session-mar6?utm_source=email&utm_medium=newsletter&utm_campaign=q1-2026-program-update)
Community spotlight This quarter, Riverfront Tool & Die hosted mock interviews and committed three subsidized apprenticeships. Eastside Tech Collaborative volunteers refreshed our resume bank in one afternoon. Your time and trust remove barriers, one real task at a time. Thank you.
[PHOTO 2: Cohort 7 grads with family] ALT: Graduate hugs a young daughter while holding a certificate. Caption: “We did it together.” Families celebrate every milestone.
Take action - Primary: REGISTER for the March Info Session (plain text: https://detroitreentry.org/register/march-info?utm_source=email&utm_medium=newsletter&utm_campaign=q1-2026-program-update) - Secondary: Volunteer for mock interviews (1 hour) (plain text: https://detroitreentry.org/volunteer/mock-interviews?utm_source=email&utm_medium=newsletter&utm_campaign=q1-2026-program-update)
With appreciation,
[SIGNER NAME] Executive Director Detroit Reentry Workforce Network
P.S. Seats fill fast, and we hold spots for referrals—if you know someone who could benefit, please register early: Register for March Info Session (plain text: https://detroitreentry.org/register/march-info?utm_source=email&utm_medium=newsletter&utm_campaign=q1-2026-program-update)
Donor P.S.: Multi-year support sustains stipends that keep trainees housed while they learn. Let us know if you’d like a simple two-year pledge form.
Volunteer P.S.: We welcome professionals for mock interviews—one hour, virtual or in-person, with scripts provided.
Footer Detroit Reentry Workforce Network 1234 Woodward Ave, Suite 500, Detroit, MI 48226 Contact: info@detroitreentry.org | (313) 555-0146
Manage preferences: update email frequency (plain text: https://detroitreentry.org/preferences?utm_source=email&utm_medium=newsletter&utm_campaign=q1-2026-program-update) Unsubscribe (plain text: https://detroitreentry.org/unsubscribe?utm_source=email&utm_medium=newsletter&utm_campaign=q1-2026-program-update)
You are receiving this because you engaged with our programs or partners. We respect your privacy and never sell data.
Sender notes (not in email) - KPIs beyond opens: click-through rate (CTR), event RSVPs completed, donation page views from this email. - A/B test idea: subject line specificity (cohort metric) vs. community impact (support at work). - Recommended cadence: Quarterly. - Best send window, America/Detroit (ET): Tue–Thu, 10:00–11:30 a.m. or 4:00–5:30 p.m.
AI Evaluation Details (Score: 9/10)
This is an exceptionally strong output that demonstrates sophisticated understanding of nonprofit communications best practices. The formal tone is consistently maintained without becoming stiff, the structure is highly scannable, and the content balances stewardship with actionable CTAs. The concrete metrics, dignified beneficiary story, and accessibility features make this immediately usable.
- • Perfect tone execution: formal yet warm, precise without jargon, consistently professional throughout—appropriate for foundation funders and employer partners
- • Exceptional accessibility: descriptive link text ('Employer Tour — Midtown' not 'click here'), plain-text URLs provided, meaningful ALT text that describes content not just composition, acronym defined (CNC)
- • Strong concrete metrics: 78% placement rate, $21.40/hour average, 60-day timeframe—specific and credible without overpromising
- • Dignified beneficiary vignette: Marcus's story includes consent language, uses first name only, focuses on systemic barrier (transportation/housing) not trauma, and quotes his own words about agency
- • Mobile-optimized structure: short paragraphs (2-3 sentences), scannable bullets, headers under 5 words, logical flow that works on small screens
- • Excellent photo guidance: two placeholders with specific sourcing, captions that add context, ALT text that describes meaningful content (emotion, action) not just 'people at event'
- • Complete UTM implementation: all links tagged consistently, KPIs clearly defined beyond vanity metrics, practical A/B test suggestion
- • Thoughtful segmentation: donor and volunteer P.S. variants are genuinely different and relevant to each audience's relationship
- • Proper 80/20 stewardship balance: majority of content celebrates impact and thanks supporters; CTA is clear but not pressured
- • Smart send-time recommendation: specific to Eastern Time with two optimal windows based on professional audience behavior
- • Word count slightly under target: approximately 380 words in body (excluding subject/footer), just below the 400-word minimum—could add one more event detail or brief impact stat
- • Generic P.S. could be stronger: the main P.S. about 'seats fill fast' is functional but less compelling than the segmented variants; could tie more directly to Marcus's story or employer demand
- • Minor authenticity concern: 'Your partnership made possible' in opening feels slightly templated—could be more specific ('your mock interviews' or 'your foundation's training grants')
Large Established Org
International NGO improving maternal and newborn health with government partners in East Africa; diversified funding from major donors and corporate partners.
View scenario details
Subject line options - 48 midwives trained; newborn care expands in EA - Kenya & Tanzania update: safer births, what’s next - From summit to clinics: your impact this month
Preheader Practical gains in maternal and newborn care, upcoming briefings, and how to help before year‑end—thank you for standing with families.
Preview snippet Midwives trained and newborns stabilized in Kenya and Tanzania. See December events and two easy ways to support healthy births.
Hello from [SIGNER NAME], Executive Director
As 2025 closes, I’m grateful for your steady partnership. Your support helped midwives and community teams turn training into real outcomes for mothers and babies in Kenya and Tanzania.
This month - Two metrics: In November, 48 midwives completed Helping Babies Breathe (HBB) neonatal resuscitation in Nairobi and Arusha; 612 women attended group antenatal care across Kisumu and Tanga. - Vignette: Amina, 22, delivered at a county clinic near Tanga. Her son needed help to start breathing. Midwife Jane, who trained at the Nairobi Summit, used a bag‑mask and simple steps. He cried within one minute. Amina asked us to share her thanks—first names used with consent.
[PHOTO PLACEHOLDER: Midwives practicing bag‑mask ventilation at Nairobi Midwife Training Summit 2025. ALT: Midwives in Nairobi practice newborn resuscitation with manikins during a hands‑on session.] Caption: Skills from the Summit are now in use in clinics across both countries.
Upcoming events - Dec 10, 2025 — 20‑minute field briefing: What’s improving in postnatal care. RSVP: https://healthybirths.org/rsvp?event=postnatal-briefing-dec10&campaign=dec-2025-program-update - Dec 14, 2025 — Photo + lessons from the Nairobi Summit (live Q&A). RSVP: https://healthybirths.org/rsvp?event=summit-lessons-dec14&campaign=dec-2025-program-update - Jan 9, 2026 — Advocacy ambassador intro (30 minutes). RSVP: https://healthybirths.org/rsvp?event=advocacy-intro-jan9&campaign=dec-2025-program-update
Spotlight - Donor: The Imani Foundation funded simulation kits now stationed in Kisumu and Arusha. Their gift stretches every training hour. Thank you for investing in durable tools. - Volunteer: Beatrice, a community health volunteer (CHV), led six Mother Circles in Kakamega this month, focusing on danger signs and respectful care. Her energy keeps families informed and confident.
Take action - Primary: DONATE to train more midwives before year‑end. Give securely: https://healthybirths.org/donate?campaign=dec-2025-program-update - Secondary: Read our 2‑page impact brief and share with a colleague: https://healthybirths.org/brief?campaign=dec-2025-program-update
Closing note Your encouragement keeps our teams grounded and focused on what works: practical training, respectful care, and reliable supplies. Thank you for walking with us.
With appreciation, [SIGNER NAME] Executive Director
P.S. If you’re considering year‑end giving, the donate link is above. Even small, steady gifts help us plan confidently.
Donor P.S.: A partner will match gifts up to $150,000 through Dec 31—no pressure, just sharing the opportunity if the timing is right.
Volunteer P.S.: Join our advocacy ambassadors for 30-minute briefings you can share with your network in January.
[PHOTO PLACEHOLDER: Group shot of county midwife trainers at the Summit. ALT: County midwife trainers from Kenya and Tanzania standing together after certification.] Caption: New county trainers will mentor peers through March 2026.
For accessibility - Prefer plain text? Read the text‑only version: https://healthybirths.org/plaintext?campaign=dec-2025-program-update - Acronyms defined: CHV = community health volunteer; HBB = Helping Babies Breathe.
Footer Healthy Births International [Address line 1] [City, State/County, Postal Code, Country] Contact: info@healthybirths.org | +1‑202‑555‑0142 Update email frequency: https://healthybirths.org/preferences?campaign=dec-2025-program-update Unsubscribe: https://healthybirths.org/unsubscribe?campaign=dec-2025-program-update You are receiving this message because you opted in at an event or on our website. We respect your inbox and privacy.
Measurement notes - Link tagging: All links include campaign=dec-2025-program-update. - KPIs beyond opens: click‑through rate (CTR), event RSVPs and attendance, donation page views to completed gifts ratio. - A/B test idea: Subject specificity (e.g., “48 midwives trained…”) vs. an impact stat framed around newborn outcomes (“1‑minute resuscitation saves lives”). - Send cadence: Monthly. - Best send window (America/New_York): Tuesday–Thursday, 10:30 a.m.–1:00 p.m. ET; consider a secondary evening send at 8:00 p.m. ET for volunteers.
AI Evaluation Details (Score: 9.1/10)
This is an exceptionally strong output that demonstrates sophisticated understanding of nonprofit communications best practices. The tone is consistently warm without being saccharine, the content balances stewardship and ask perfectly, and the concrete details (Amina's story, specific metrics, named volunteers) create authentic human connection. Minor deductions only for small structural choices that could be optimized.
- • Perfect tone execution: warm, relational, and encouraging without clichés or guilt language—'no pressure, just sharing the opportunity' exemplifies the 80/20 stewardship balance
- • Exceptional specificity and dignity protection: the vignette about Amina includes consent language, clinical detail (bag-mask, one-minute timeline), and named midwife Jane, making impact tangible without exploitation
- • Outstanding accessibility implementation: defines acronyms naturally in context, provides meaningful ALT text that describes action not just subjects, includes plain-text fallback, and uses descriptive link text throughout
- • Comprehensive measurement framework: UTM tagging on all links, three relevant KPIs beyond opens, thoughtful A/B test comparing specificity vs. outcome framing, and dual send-window recommendation
- • Mobile-optimized structure: short paragraphs (2-3 sentences), scannable bullets, headers under 5 words, and logical flow from impact to events to action
- • Strong segmented P.S. variants: donor version mentions match without pressure, volunteer version offers low-barrier engagement, both feel natural and audience-appropriate
- • Excellent photo placeholders: captions add context, ALT text describes activity ('practicing bag-mask ventilation') not just presence, and sourcing from named event is realistic
- • Word count slightly under target: approximately 380 words in main body vs. 400-600 requested (though measurement notes add value, they're typically backend documentation)
- • Subject line character counts: first option is 48 characters (within range) but could test longer versions closer to 65-character limit for more context
- • Minor structural choice: placing second photo after P.S. and before footer is unconventional—most email clients would benefit from both images in main content area before signature
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 7.92/10 • Total validation cost: $0.2742