Standard Operating Procedure (SOP)
Step-by-step process documentation for recurring task
The Prompt
The Prompt
BEFORE YOU START: Gather these details to customize your SOP:
- [PROCESS NAME] – e.g., “Monthly Donor Acknowledgment Letters,” “Client Intake and Enrollment”
- [ORGANIZATION NAME] – Your nonprofit’s name
- [PRIMARY ROLE OWNER] – Job title who normally does this, e.g., “Development Coordinator”
- [BACKUP ROLE] – Who covers when primary is out, e.g., “Executive Director,” “Program Assistant”
- [TOOLS/SYSTEMS] – Software/platforms used, e.g., “Salesforce NPSP, Gmail, Google Drive”
- [COMPLIANCE REQS] – Regulations that apply, e.g., “HIPAA,” “FERPA,” “IRS charitable receipt rules,” or “None”
- [STORAGE LOCATION] – Where this SOP will live, e.g., “Google Drive > Operations > SOPs”
- [TONE] – Choose one: FORMAL, WARM, or CASUAL
Draft a Standard Operating Procedure (SOP) for [PROCESS NAME] at [ORGANIZATION NAME], designed for a small nonprofit team with limited time and budget.
When to use this prompt: Use for recurring processes performed by more than one person, tasks critical to compliance or donor relations, or areas at risk if a single staffer leaves. For one-off or highly variable work, consider a simple checklist instead.
Required SOP Sections:
Essential (include in every SOP):
1) Purpose and Audience (2–3 sentences)
- Why this procedure exists and who will use it (e.g., new staff, volunteers, temp coverage).
- Example: “This SOP ensures all donors receive accurate, timely tax receipts per IRS rules. Used by Development Coordinator; backup: ED.”
2) Scope and Timing
- When it’s triggered, how often performed, expected duration.
- Example: “Triggered within 48 hours of gift entry. Frequency: 2–3x weekly. Duration: 15 min per 10 gifts.”
3) Roles and Coverage
- [PRIMARY ROLE OWNER], [BACKUP ROLE]; include required permissions/access.
- Example: “Requires Salesforce NPSP edit rights and Drive folder access.”
4) Tools and Systems
- List [TOOLS/SYSTEMS] with direct links and brief access steps (e.g., “Log in at app.salesforce.com with @orgname.org”).
- Offer low-cost alternatives if primary tool is down (e.g., “Use Google Sheet template [link] and sync later”).
5) Step-by-Step Instructions (Numbered, 5–15 steps)
- For each step: who does what, where to click/type, fields to complete, time estimate.
- Include decision points (e.g., “If gift > $1,000, notify ED via Slack”).
- Add [Screenshot of ____] placeholders for key screens.
- End with a mini-checklist summarizing critical steps.
6) Definition of Done / Quality Standards
- What must be true before marking complete.
- Example: “✓ Receipt PDF in Drive > Donor Files > [Year]; ✓ CRM ‘Receipt Sent [Date]’ field updated; ✓ Donor tagged ‘Receipt Sent [Year]’.”
Recommended (add as relevant):
7) Troubleshooting (3–7 common issues)
- Use “If X, then Y” fixes; include nonprofit-specific cases.
- Example: “If donor declines a receipt, note in CRM and send thank-you only. If client lacks ID, follow Emergency Enrollment SOP.”
8) Data, Privacy, and Accessibility
- PII handling, retention, and [COMPLIANCE REQS].
- Language access (e.g., Spanish templates available).
- ADA-friendly tips for public-facing materials.
9) Communication Templates/Snippets
- 1–3 short email/script templates as needed.
- Example: “Subject: Your tax receipt from [ORGANIZATION NAME]…”
10) Related Procedures and Escalation
- Link related SOPs (e.g., Gift Entry, Donor Corrections).
- Who to contact for help (name/role/contact method).
Mandatory Footer:
11) Version Control
- Author: [Name]
- Process Owner: [PRIMARY ROLE OWNER]
- Approver: [Name/Title]
- Version: [e.g., 1.0]
- Effective Date: [MM/DD/YYYY]
- Next Review Date: [One year from effective date]
- Storage Location: [STORAGE LOCATION]
12) Signature Lines
Process Owner Approval: ______________________ Date: ________
[PRIMARY ROLE OWNER name/title]
Executive Approval: __________________________ Date: ________
[Approver name/title]
Length: 500–900 words total (adjust for complexity; simple processes may be ~400 words, complex up to 1,000).
Tone: Use [TONE] throughout.
- FORMAL: Policy-oriented, third person; suitable for board/funder review.
- WARM: Supportive, plain language; second person “you”; good for staff/volunteer mix.
- CASUAL: Internal quick-reference; conversational, bullet-heavy.
Quality Guidelines:
- Write concrete, day-one steps a new hire can follow.
- Avoid vague phrases (“ensure quality”), jargon (“leverage,” “utilize”), and mission fluff.
- Use nonprofit-specific, plain language (e.g., “Open Salesforce NPSP”).
- Keep steps scannable; document exceptions and real decision points.
- Include low-cost workarounds and [Screenshot of ____] placeholders.
- Store centrally and date-stamp to reduce single-person knowledge risk.
Output Format: Create as a Google Doc or Word document with clear headers, numbered steps, and space for screenshots. Use tables for checklists or multi-column info if helpful.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 operations 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 food pantry in Wyoming serving low‑income families; volunteer-heavy operations funded by small local donors.
View scenario details
Standard Operating Procedure (SOP) Volunteer Onboarding and Background Checks Sagebrush Community Food Shelf
1) Purpose and Audience This SOP guides how we welcome and screen volunteers so they can serve safely and promptly, following State of Wyoming guidelines and PII best practices. Primary users: Volunteer Coordinator; backup: Program Assistant and temporary coverage as needed.
2) Scope and Timing - Trigger: A new volunteer submits the interest form (Jotform) or is referred, or a current volunteer moves into a higher‑risk role (e.g., driving, working with youth). - Frequency: Ongoing; check new intakes at least 3 times per week. - Duration: 20–30 minutes per new volunteer (plus background check turnaround, typically 1–5 business days).
3) Roles and Coverage - Primary: Volunteer Coordinator (requires admin access to Sterling Volunteers; edit access to Jotform forms and submissions; Google Drive folder access; Slack invite permissions). - Backup: Program Assistant (same access as above). - Escalation: Executive Director (ED) for “Review/Consider” background results or any safety concerns.
4) Tools and Systems (with links, access, and low-cost backups) - Gmail (Google Workspace): https://mail.google.com — Sign in with your organization Google account. Backup: use your mobile Gmail app if browser access is down. - Google Drive: https://drive.google.com — Files live under Drive > Volunteers. Backup: save encrypted copies locally and upload once Drive is back. - Google Sheets: https://sheets.google.com — Open “Volunteer Roster” (Drive > Volunteers > Roster). Backup: use offline Sheets or a CSV in Excel and upload later. - Jotform: https://www.jotform.com — Log in with org credentials in the password manager; Form: “Volunteer Interest Form.” Backup: use a Google Form clone (Drive > Volunteers > Forms > Backup Intake Form) and import to Jotform later. - Sterling Volunteers: https://app.sterlingvolunteers.com — Sign in with admin account; Group/Package saved in account. Backup: capture consent via Google Form (Drive > Volunteers > Forms > Background Check Consent) and invite in Sterling once available; do not start service until cleared. - Slack (Free): https://slack.com/signin — Workspace: Sagebrush Community Food Shelf. Backup: use email for announcements if Slack is down.
[Place screenshot here: Sterling Volunteers Invitation Screen] [Place screenshot here: Google Sheet – Volunteer Roster columns]
5) Step-by-Step Instructions 1. Check new interest forms (Jotform) and email referrals (5 min) - Volunteer Coordinator: Open Jotform Inbox; scan for new submissions. - In Gmail, search subject “Volunteer Interest” or referrals from partners.
2. Quick pre-screen per WY guidelines (3 min) - Confirm age (18+). If under 18, follow “Minor Volunteers” step below. - Note desired role; if driving or working with youth, enhanced check is required.
3. Create/update the Volunteer Roster (Google Sheet) (5 min) - Open Drive > Volunteers > Roster > “Volunteer Roster (Current Year).” - Add row: Name, Email, Phone, Role, Source, “SV Invite Date,” “SV Status,” “Cleared Date,” “Orientation Date,” Notes, “Minor? Y/N.”
4. Send welcome + next steps email (2 min) - Use Template A below if they haven’t completed the Jotform. - If Jotform is complete, proceed to invite in Sterling Volunteers.
5. Invite in Sterling Volunteers (3 min) - app.sterlingvolunteers.com > Invite Volunteers > enter name and email. - Select package: Basic Criminal Check for most roles; add MVR for driving; add additional checks for youth-facing roles (per WY guidance). - Set payment to organization account (default). Note invite date in Roster.
6. Track status (1 min per volunteer, daily until complete) - In Sterling: Monitor Status > Pending/Completed. - Update “SV Status” in the Roster: Invited, In-Progress, Completed–Clear, Completed–Review.
7. Review results and decide (3–10 min) - If Completed–Clear: proceed to orientation. - If Completed–Review/Consider: do not schedule service. Escalate to ED with limited info necessary; document decision in Roster “Notes.” Follow WY screening guidelines for adjudication.
8. Minor volunteers (if age <18) (5 min) - No standard background check; require signed parent/guardian consent form (Drive > Volunteers > Forms > Minor Consent). - Assign only approved low‑risk roles and supervised shifts. Note “Minor=Y” in Roster.
9. Schedule orientation and first shift (5 min) - Send Template B (Clearance + Orientation). Attach or link Volunteer Handbook (Drive > Volunteers > Handbook.pdf). - Add to Google Calendar; update “Orientation Date” in Roster.
10. File documents securely (2 min) - Store forms in Drive > Volunteers > Files > [Last, First]. - Do not download or store background reports locally; record only status and cleared date.
11. Add to Slack and communication lists (3 min) - Invite to Slack; add to #volunteers channel. - Add to Gmail group “Volunteers-All” (if used).
12. Close the loop (2 min) - If not cleared or withdrawing, send Template C (Kind Decline/Alternate Ways to Help) and update Roster to “Inactive.”
Mini-Checklist (critical): - Intake captured in Roster - Sterling Volunteers invite sent and status tracked - Clearance decided and documented - Orientation scheduled; handbook sent - Files stored in Drive; Slack/email lists updated
6) Definition of Done / Quality Standards - Roster shows “Completed–Clear” with Cleared Date OR “Declined/Inactive” with reason. - Orientation scheduled (date on Roster) and welcome email sent. - All documents filed in the correct Drive folder; no background report copies stored. - Slack/channel invite sent or documented if volunteer opts out.
7) Troubleshooting - If volunteer can’t access Sterling: resend invite; offer phone support; verify email typos. - If system down (Sterling/Jotform): use backup Google Forms and collect consent; invite later—no service until cleared. - If volunteer won’t share SSN: reassure; SSN is optional for many packages—select an identity‑verification alternative if available, or escalate. - If “Review/Consider” result: pause placement; escalate to ED; document decision only (no sensitive details in Slack). - If no email address: collect phone and mailing address; complete intake via phone and mail a paper consent form; scan and upload upon return. - If language barrier: use Spanish templates (Drive > Volunteers > Templates > ES) or schedule interpreter.
8) Data, Privacy, and Accessibility - Regulations: Follow State of Wyoming volunteer screening guidelines (internal copy: Drive > Compliance > Wyoming Volunteer Screening.pdf). HIPAA/FERPA do not apply to this process. - PII: Limit access to Volunteer Coordinator, Program Assistant, ED. Use Drive permissions; do not email background reports; record only status and dates. - Retention: Keep roster data and consent records for 3 years after last activity; then delete per retention schedule. - Accessibility: Provide large‑print and screen‑reader friendly PDFs; offer phone intakes; ensure orientation space is ADA accessible; provide language support as available.
9) Communication Templates/Snippets A) Welcome + Intake/Next Steps Subject: Welcome to Sagebrush Community Food Shelf – Next Steps Hi [First Name], thank you for offering your time! Please complete this quick interest form so we can match you to a shift and start your background check: [Jotform link]. We’re here to help if you have questions.
B) Clearance + Orientation Subject: You’re cleared to volunteer – let’s get you started Great news, [First Name]! Your screening is complete. Please join orientation on [date/time, Zoom/location]. Bring a photo ID. Volunteer Handbook: [Drive link]. Reply to confirm.
C) Kind Decline/Alternate Ways to Help Subject: Thank you for your interest Hi [First Name], thank you for applying. At this time we’re not able to place you in a volunteer role. We’d still welcome your support through food drives, sharing our posts, or donating at [link]. We appreciate your understanding.
10) Related Procedures and Escalation - Related: Volunteer Handbook; Incident Reporting SOP; Data Security & Retention SOP; Driving Policy. - Help/Escalation: Volunteer Coordinator (Slack DM or volunteer@sagebrushfoodshelf.org); Backup: Program Assistant; Urgent or “Review/Consider” cases: Marcus Hale, Executive Director (Slack or call).
11) Version Control - Author: Lena Ortiz - Process Owner: Volunteer Coordinator - Approver: Marcus Hale, Executive Director - Version: 1.2 - Effective Date: 02/01/2025 - Next Review Date: 02/01/2026 - Storage Location: Google Drive > Operations > SOPs
12) Signature Lines Process Owner Approval: ______________________ Date: ________ Ava Kim, Volunteer Coordinator
Executive Approval: __________________________ Date: ________ Marcus Hale, Executive Director
Notes for Document Setup - Save as “SOP – Volunteer Onboarding and Background Checks – v1.2.” - Insert screenshots where indicated: - Sterling Volunteers Invitation Screen (before Step 5). - Google Sheet: Volunteer Roster column layout (after Tools section).
AI Evaluation Details (Score: 9/10)
This is an exceptionally well-crafted SOP that demonstrates deep understanding of nonprofit operations. The warm, supportive tone is perfectly calibrated for a small rural organization with volunteers. It balances comprehensiveness with practicality, providing actionable steps while anticipating real-world challenges like system downtime and language barriers.
- • Excellent tone execution—warm, accessible, and supportive without being condescending; uses 'you' appropriately and feels genuinely helpful rather than bureaucratic
- • Outstanding practical details: realistic time estimates (20-30 min total, broken down by step), specific tool links, backup procedures for every system, and nonprofit-specific workarounds
- • Comprehensive troubleshooting section addresses real scenarios (no email, language barriers, SSN concerns, system downtime) with concrete solutions rather than vague guidance
- • Strong compliance awareness—correctly identifies Wyoming screening requirements, PII handling, retention periods, and appropriately notes HIPAA/FERPA don't apply
- • Excellent use of templates and communication snippets that sound authentic and kind, especially the 'Kind Decline' template which maintains dignity
- • Smart inclusion of minor volunteer pathway with appropriate safety guardrails
- • Well-structured with clear visual hierarchy, scannable steps, and helpful placeholders for screenshots in logical locations
- • Definition of Done is concrete and verifiable, not vague quality statements
- • Realistic scope—acknowledges this is ongoing work checked 3x/week, not a one-time process
- • Step 7 (Review results) could be slightly more specific about what 'limited info necessary' means when escalating to ED—helpful for new staff to know exactly what to share
- • The mini-checklist at the end of Step 12 is helpful but could be formatted as an actual checkbox table for easier printing/use
- • Minor inconsistency: mentions 'password manager' for Jotform access but doesn't list it in Tools/Systems section or explain which one
- • Could benefit from one sentence about how often to review/update the volunteer roster for inactive volunteers (data hygiene)
Mid-Size Professional Org
Urban arts education nonprofit partnering with public schools; manages student data and family consents.
View scenario details
Document Title: Student Enrollment and Consent Management SOP Organization: Harbor City Arts Lab (HCAL) Storage: Google Drive > Programs > SOPs
1) Purpose and Audience Why: Make sure every youth participant is properly enrolled, consents are signed, and we stay compliant with FERPA and COPPA. Who: Primary—Program Manager, Youth Programs. Backup—Lead Teaching Artist. New staff, temps, and trusted volunteers with permissions can use this.
2) Scope and Timing Trigger: Family expresses interest or is accepted into a class. Frequency: Weekly during active enrollment; as needed for drop-ins. Duration: About 15–20 min per student across all steps (not counting waiting for signatures).
3) Roles and Coverage - Program Manager, Youth Programs (primary): Full edit access to Airtable Students base; Jotform form owner; DocuSign sender permissions; Drive folder edit; Gmail; Slack. - Lead Teaching Artist (backup): Edit access to Airtable Students base; send DocuSign envelopes; upload to Drive; send emails/Slack updates. - Permissions needed: Airtable base “Students”; Jotform form “HCAL Youth Intake”; DocuSign template “HCAL Youth Consent Packet”; Google Drive > Programs > Youth > Student Files; Gmail on @harborcityartslab.org; Slack #youth-programs.
4) Tools and Systems - Airtable (Students base): https://airtable.com/login Internal link: [HCAL Students Base] (paste link here) - Jotform (Youth Intake Form): https://www.jotform.com/login Internal link: [HCAL Youth Intake Form] (paste link here) - DocuSign (Consent Packet): https://www.docusign.net Internal link: [HCAL Youth Consent Packet Template] (paste link here) - Google Workspace: Drive https://drive.google.com, Gmail https://mail.google.com Drive folder: Google Drive > Programs > Youth > Student Files > 2025 - Slack: https://slack.com/signin (#youth-programs channel) If a tool is down: - Airtable down → Use Google Sheet “HCAL Students — Temporary Intake” (in Drive) and enter to Airtable later. - Jotform down → Use Google Form “Youth Intake — Backup.” - DocuSign down → Use Google Doc “Consent Packet — Print/Email” + Adobe Fill & Sign; scan PDFs to Drive after. - No internet → Use paper intake/consent packet; lock in office file cabinet; upload later.
5) Step-by-Step Instructions Note: Screens to prep - Airtable ‘Students’ Base — Enrollment Form View (screenshot placeholder) - DocuSign Template Settings (screenshot placeholder)
1. Check inquiries (Program Manager, 2 min) - Open Gmail and Slack #youth-programs for new interest. - If class is full, follow Waitlist step in Troubleshooting.
2. Create/verify student in Airtable (Program Manager or Lead TA, 5 min) - Open Airtable Students base > Enrollment Form View. - Search for duplicates by student name + DOB. If found, reuse existing record. - Create/complete fields: Student Name, DOB, Age, Grade, School, Program/Cohort, Session Dates, Guardian Name(s), Guardian Email/Phone, Address, Emergency Contact, Allergies/Medical, Language, Accessibility Needs, Under 13? (Y/N), Photo/Image Release (pending), FERPA Consent (pending), Status (set to “Prospect”).
3. Send intake form (Program Manager, 2 min) - Copy Jotform link. If using prefill, add student name/program parameters. - Email guardian via Gmail (use template A below). For under 13, email guardian only.
4. Send consent packet via DocuSign (Program Manager, 3 min) - Open DocuSign > Templates > “HCAL Youth Consent Packet.” - Add Recipient 1: Parent/Guardian (required). Recipient 2: Student if 18+ (optional). CC: yourself. - Verify required docs: Liability waiver, FERPA acknowledgment, COPPA parental consent (if under 13), Image release (optional), Emergency contact verification. - Set reminder: 3 days; expiration: 10 days. Send.
5. Track “Sent” (Lead TA or Program Manager, 1 min) - In Airtable, update fields: Intake Form Sent (date), Consent Packet Sent (date), Status → “Pending Consents,” Due by (add 10 days).
6. Process Jotform submission (Lead TA, 5 min) - When notified by email, open Jotform submission. - If automation is off, copy key fields into Airtable or use CSV import. Attach PDFs to student record’s “Attachments.”
7. Process signed consents (Lead TA, 5 min) - DocuSign completion email → download completed PDF(s). - Save to Drive: Programs > Youth > Student Files > 2025 > Program > LastName_FirstName. Filename: 2025-ConsentPacket-Last_First.pdf. - In Airtable: upload Drive link; set Consent Received (date), FERPA Consent = Yes, Image Release = Yes/No, Emergency Contacts Verified = Yes. Status → “Enrolled.”
8. Handle exceptions (Program Manager, 3 min) - If Image Release = No, tag record “No Photo.” - If FERPA not signed or restricted, tag “FERPA Limitations” and note details.
9. Reminders and waitlist (Lead TA, 2 min) - Day 3: Send reminder email (Template B). Day 10: If still pending, Slack Program Manager and set Status → “Waitlist” unless exception approved.
10. Confirm enrollment (Program Manager, 2 min) - Send confirmation email with schedule, arrival info, and contact (Template C). - Post a quick update in Slack #youth-programs.
Mini-Checklist (hit these before marking Done) - Intake form received and reviewed - Consent packet signed and saved to Drive - Airtable record complete and Status = Enrolled - Photo permissions and FERPA fields updated - Family received confirmation email - Slack update posted
6) Definition of Done / Quality Standards - Airtable record 100% fields complete; no duplicate. - Consent PDF named and stored in the correct Drive folder; Drive link in Airtable. - FERPA/COPPA and Image Release fields reflect signed docs. - Family confirmation sent; timestamps for Sent/Received in Airtable. - Student appears on the current class roster.
7) Troubleshooting - Duplicate students: Merge into oldest record; keep newest attachments; note in “Notes.” - Bounced guardian email: Call phone on file; confirm correct email; update Airtable; resend. - No guardian email: Use paper packet or SMS link with guardian consent by phone and DocuSign to their email later. - Under 13 with student email only: Do not email the child. Obtain guardian email/phone first (COPPA). - Split custody: Add both guardians as recipients; require either-both signature per DocuSign template setting; log any legal restrictions. - Class full: Set Status → Waitlist; add Waitlist Date; send waitlist email; Slack the Program Manager for seat approvals. - Accessibility/language needs: Use Spanish forms/templates; arrange interpreter; note accommodations.
8) Data, Privacy, and Accessibility - PII: Store only what we need; restrict access to Youth Programs team. Lock paper forms. Never email full DOB with full address in the same message. - Retention: Keep enrollment records and consents 7 years; delete PII 3 years after last attendance if not legally required; image releases kept until revoked or program end + 3 years. - FERPA: Treat school-shared records as confidential; don’t share student info outside staff without guardian permission or school agreement. - COPPA (under 13): Collect info from guardians only; no direct marketing to minors; parent signs all digital consents. - Image release: If “No Photo,” tag visibly on rosters; avoid photographing/identifying the student. - Accessibility: Use Jotform and DocuSign accessibility options; plain language; high contrast; alt text for images; provide Spanish and large-print versions on request.
9) Communication Templates/Snippets A) Intake + Consent Request Subject: Action needed: Enroll [Student] in [Program] Hi [Guardian Name], here are the two quick steps to enroll [Student]: 1) Intake form: [Jotform link] 2) Consent packet (DocuSign): arriving in a separate email today Questions? Reply here or call [phone]. Thanks!
B) Reminder (Day 3) Subject: Reminder: Enrollment forms for [Student] Hi [Name], quick nudge to complete the intake and consent so we can hold [Student]’s spot. Need help? I can call or send a paper copy. Deadline: [date].
C) Enrollment Confirmation Subject: Confirmed: [Program] enrollment for [Student] You’re all set! Start date: [date]; Location: [address]; Arrival: [time]. Bring: [items]. If absent, text/call: [number]. Photo permission on file: [Yes/No].
10) Related Procedures and Escalation - See: Class Roster & Attendance SOP; Incident Reporting SOP; Media & Photo Use SOP; Data Retention & Deletion SOP. - Escalate to: Program Manager, Youth Programs (Slack DM or email). If legal/compliance questions, ping Director of Programs.
11) Version Control - Author: Priya Desai - Process Owner: Program Manager, Youth Programs - Approver: Robert Chen, Director of Programs - Version: 1.0 - Effective Date: 08/15/2025 - Next Review Date: 08/15/2026 - Storage Location: Google Drive > Programs > SOPs
12) Signature Lines Process Owner Approval: ______________________ Date: ________ Janelle Brooks, Program Manager, Youth Programs
Executive Approval: __________________________ Date: ________ Robert Chen, Director of Programs
End of SOP. Insert screenshots where noted.
AI Evaluation Details (Score: 9/10)
This is an exceptionally strong SOP that successfully balances casual tone with professional rigor. It addresses the complex compliance landscape (FERPA, COPPA, image releases) in accessible language while providing concrete, actionable steps. The document demonstrates deep understanding of nonprofit youth program operations and would be immediately usable by staff.
- • Tone execution is perfect—casual but not unprofessional, with phrases like 'quick nudge' and 'You're all set!' that feel authentic to nonprofit culture while maintaining clarity
- • Excellent troubleshooting section that addresses real-world scenarios (split custody, bounced emails, COPPA violations, full classes) with specific solutions rather than vague guidance
- • Outstanding attention to compliance details—correctly distinguishes FERPA, COPPA (under 13), and image release requirements with practical implementation steps
- • Highly practical backup systems for each tool, including offline/paper alternatives that recognize resource constraints
- • Communication templates are realistic, warm, and appropriately brief—they sound like actual nonprofit staff emails
- • Time estimates for each step (2-5 min) make workload transparent and help with capacity planning
- • Data privacy section is sophisticated, covering retention schedules, PII handling, and accessibility in plain language
- • Mini-checklist provides quick reference without re-reading entire procedure
- • Appropriate use of casual formatting (bullets, dashes, abbreviations like 'TA') that aids scannability
- • The 'Under 13 with student email only' troubleshooting item could be clearer—it says 'obtain guardian email/phone first' but doesn't specify the exact workflow if you only have student contact initially
- • Screenshot placeholders are mentioned but only two are specified; key steps like Jotform submission review or Drive folder structure could benefit from additional visual aids
- • The automation mention in step 6 ('If automation is off') assumes knowledge of Jotform-Airtable integration that isn't explained in the Tools section
- • Minor: The document is approximately 1,100 words, slightly exceeding the 500-900 word target (though the prompt allows up to 1,000 for complex processes, which this is)
Large Established Org
National environmental nonprofit with HQ in a coastal city; mix of monthly donors, major gifts, and corporate partners.
View scenario details
Title: Standard Operating Procedure (SOP) — Monthly Donor Acknowledgment Letters and IRS Tax Receipts Organization: Bay & Basin Conservancy Document Type: Word/Google Doc with headers, numbered steps, checklist, and space for screenshots
1) Purpose and Audience This procedure ensures all monthly donors receive accurate, timely acknowledgment letters and IRS-compliant tax receipts, preserving donor trust and regulatory compliance. It is intended for the Donor Relations Manager; coverage is provided by the Development Operations Analyst when needed, and for onboarding of new staff or temporary support.
2) Scope and Timing - Trigger: Recurring (monthly) gifts recorded in Blackbaud Raiser’s Edge NXT (RE NXT). - Frequency: Weekly processing; all gifts acknowledged within 48 hours of gift entry; monthly sweep on the 1st–3rd business day to catch any stragglers from the prior month. - Duration: Approximately 15 minutes per 10 gifts (includes QA, merge, send, and CRM updates).
3) Roles and Coverage - Primary: Donor Relations Manager (requires RE NXT gifts add/edit, Acknowledgements, Export, and Attachment permissions; Microsoft 365; SharePoint edit; DocuSign sender). - Coverage: Development Operations Analyst (same access as above). - Optional Review: Chief Development Officer review for gifts ≥ $1,000 or complex cases (e.g., quid pro quo, donor-advised funds).
4) Tools and Systems - Blackbaud Raiser’s Edge NXT: https://renxt.blackbaud.com (log in via https://login.blackbaud.com with @baybasin.org credentials). - Microsoft 365: - Outlook: https://outlook.office.com - Word: https://portal.office.com > Word - SharePoint (storage and templates): https://portal.office.com > SharePoint > Bay & Basin Conservancy > Development > SOPs; receipts saved under SharePoint > Development > Donor Receipts > 2025 > Monthly. - DocuSign: https://account.docusign.com (SSO with @baybasin.org). Low-cost/contingency alternatives if primary tool is down: - If RE NXT is unavailable: Export processor/bank report, record gifts in a temporary Excel log (SharePoint > Development > Temp Logs > Gift Log.xlsx), generate receipts using the Word mail merge template, and backfill RE NXT within 24 hours of restoration. - If SharePoint is unavailable: Save PDFs locally in an encrypted OneDrive folder and upload once SharePoint is restored.
5) Step-by-Step Instructions Note: Insert screenshots where indicated.
1. Identify Gifts (RE NXT) — 5 minutes - Role: Donor Relations Manager (or backup). - Navigate: RE NXT > Gifts > Gift Lists. - Filter: Gift Type = Recurring; Date = last 2–3 business days; Acknowledgement Status = Not Acknowledged. - Save list as “Monthly Donors – Pending Receipts.” - [Placeholder: Screenshot — Raiser's Edge NXT Gift Batch — Acknowledgments Queue]
2. Quality Check Donor Records — 5 minutes per 10 gifts - Confirm donor name, primary email and/or mailing address, tribute/soft credit, and restrictions. - If address or email missing, search household constituents; if still missing, set Delivery Method = Print and create a Task to request update from donor. - For gifts ≥ $1,000: Notify CDO via Outlook (cc: Executive Director).
3. Queue Acknowledgments — 5–10 minutes - RE NXT > Tools > Acknowledgements (or Database View > Mail > Acknowledgements). - Select Template: “2025 Monthly Donor Receipt – Standard.” - Include: All gifts from “Monthly Donors – Pending Receipts.” - Verify “Receipt Date” = today; “Letter Code” = Monthly Receipt. - [Placeholder: Screenshot — Acknowledgments Queue options]
4. Generate Merge File and Letters — 10 minutes - Click Generate > Export merge file (CSV). - Open Word > Mailings > Select Recipients > Use Existing List > select the exported CSV. - Open template: SharePoint > Development > Templates > Acknowledgments > “2025 Monthly Donor Receipt – Standard.docx.” - Fields required by IRS: Donor name, donation date, amount, description (“monthly recurring gift”), Bay & Basin Conservancy name and EIN, statement of goods/services, and any goods/services value if quid pro quo. - [Placeholder: Screenshot — Mail Merge Template field mapping]
5. Create Accessible PDFs — 5 minutes - Finish & Merge to Individual Documents. - Review formatting; ensure alt text on logo and tagged headings if possible. - Save as PDFs to SharePoint > Development > Donor Receipts > 2025 > Monthly > YYYY-MM-DD Batch.
6. Send Receipts — 10–20 minutes - Email method (default): Outlook > From development@baybasin.org. - Subject: Your tax receipt from Bay & Basin Conservancy - Attach individual PDF; BCC development@baybasin.org for archive. - If donor requested e-sign acknowledgement: Send via DocuSign with receipt PDF and standard message. - If no email: Print and mail within 2 business days (insert #10 envelopes, print on letterhead).
7. Update RE NXT — 10 minutes - Gifts: Mark Acknowledged = Yes; set Receipt Date; Method = Email or Mail. - Add Action: “Receipt sent [date], method [Email/Mail], file saved to SharePoint path.” - Attach PDF to constituent record if policy requires (link or upload).
8. Exceptions and Decision Points - Donor in EU or CA: Confirm consent preference; include privacy footer (see Section 8). - Quid pro quo: Insert goods/services description and fair market value; adjust deductibility text. - In-kind gifts: Do not state a dollar value; describe property only.
9. Mini-Checklist (Critical) - Gifts filtered for “Not Acknowledged” and “Recurring.” - IRS content present and correct. - PDFs saved to correct SharePoint folder, named “LastName_FirstName_YYYYMMDD_Receipt.pdf.” - RE NXT fields updated; Action logged. - High-value or complex gifts escalated.
6) Definition of Done / Quality Standards - Receipt PDFs saved in SharePoint > Development > Donor Receipts > 2025 > Monthly, correctly named. - RE NXT gift records show Acknowledged = Yes; Receipt Date and Method populated; Action note added. - Emails sent or letters mailed; sent emails archived via BCC. - No gifts remain in “Monthly Donors – Pending Receipts” list for the period.
7) Troubleshooting - If donor requests annual consolidated receipt: Update donor preference in RE NXT (Constituent > Attributes: “Annual Receipt Only = Yes”); suppress monthly tax language and send thank-you only; schedule annual statement by Jan 31. - If donor declines a receipt: Note “Declined Receipt” attribute; send thank-you without IRS language. - If duplicate receipts were sent: Email apology with corrected receipt; annotate RE NXT Action “Corrected receipt sent.” - If pledge/sustainer charge failed then succeeded later: Use transaction date of settled gift; do not acknowledge failed attempts. - If name/address typo: Correct in RE NXT; regenerate and resend receipt; log Action “Amended receipt.” - If RE NXT merge fields misalign: Re-map fields in Word > Match Fields; verify column headers.
8) Data, Privacy, and Accessibility - Compliance: Follow IRS charitable contribution receipt rules; include organization name, EIN, date, amount, and goods/services statement. For quid pro quo, state value received. - GDPR: For EU donors, send receipts only to contacts with valid lawful basis; honor data subject rights; minimize PII in email body; attach PDFs securely. - CCPA: Provide opt-out and privacy notice link in email footer for CA residents; limit data sharing. - Retention: Store receipts for 7 years in SharePoint with restricted access (Development only). - Accessibility: Use tagged PDFs, high-contrast templates, readable fonts (≥12pt). Offer Spanish and large-print versions upon request.
9) Communication Templates/Snippets - Email (Default) Subject: Your tax receipt from Bay & Basin Conservancy Body: Thank you for your monthly gift on [Date] of $[Amount] supporting Bay & Basin Conservancy’s mission. Attached is your IRS-compliant receipt. No goods or services were provided in exchange for this contribution. EIN: [EIN]. For questions or a consolidated annual receipt, reply to this email.
- Email (Amended Receipt) Subject: Corrected tax receipt from Bay & Basin Conservancy Body: Please find an amended receipt reflecting corrected information for your [Date] gift. We apologize for the error.
- Mail Footer (Privacy) Privacy: Bay & Basin Conservancy respects your privacy. For EU/California notices, visit [Privacy Policy URL].
10) Related Procedures and Escalation - Related SOPs: Gift Entry, Donor Record Corrections, Returned Mail Handling, Data Privacy & Retention, Annual Consolidated Receipts. - Escalation: - Content/thank-you language: Donor Relations Manager (Microsoft Teams/Outlook). - Compliance/edge cases: Sandra Liu, Chief Development Officer. - System access/issues: Development Operations Analyst; IT support via Microsoft 365 Admin.
11) Version Control - Author: Diego Morales - Process Owner: Donor Relations Manager - Approver: Sandra Liu, Chief Development Officer - Version: 2.3 - Effective Date: 01/31/2025 - Next Review Date: 01/31/2026 - Storage Location: SharePoint > Development > SOPs
12) Signature Lines Process Owner Approval: ______________________ Date: ________ Elena Park, Donor Relations Manager
Executive Approval: __________________________ Date: ________ Sandra Liu, Chief Development Officer
[Space for Screenshot: Raiser's Edge NXT Gift Batch — Acknowledgments Queue] [Space for Screenshot: Mail Merge Template mapping in Microsoft Word]
AI Evaluation Details (Score: 9/10)
This is an exceptionally well-crafted SOP that demonstrates deep understanding of nonprofit operations, compliance requirements, and practical workflow needs. It successfully balances formal policy language with actionable detail, and includes sophisticated touches like GDPR/CCPA compliance and accessibility considerations that reflect real-world complexity at a national organization.
- • Perfect formal tone throughout—third person, policy-oriented language appropriate for board/funder review and a large established organization
- • Comprehensive compliance coverage including IRS rules, GDPR, CCPA, and accessibility (ADA) with specific, actionable guidance rather than vague statements
- • Excellent step-by-step instructions with realistic time estimates (5-20 min per step), clear role assignments, and practical decision points (e.g., gifts ≥$1,000 escalation)
- • Outstanding troubleshooting section with 6 real-world scenarios (duplicate receipts, failed charges, quid pro quo, declined receipts) using clear if-then logic
- • Strong contingency planning with low-cost alternatives for system downtime (Excel backup, encrypted OneDrive) that are actually feasible
- • Proper version control and signature lines that reflect organizational governance expectations
- • Realistic scope and timing (weekly processing, 48-hour turnaround, 15 min per 10 gifts) that matches actual nonprofit operations
- • Specific tool integration details (RE NXT permissions, SharePoint paths, SSO login) that a new hire could follow on day one
- • Minor: The mini-checklist in step 9 could be formatted as a visual table or bullet list for easier scanning rather than embedded in the numbered steps
- • The communication templates section could include one additional template for high-value donor acknowledgments (≥$1,000) since those require CDO notification
- • Screenshot placeholders are present but could specify exact screen states (e.g., 'with Monthly filter applied and 15 gifts selected') for more precise documentation
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.91/10 • Total validation cost: $0.3597