Smarter Week

How to automate it

How to automate “write appeal letters and email campaigns”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

120 min
typically, once a month
55%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Have AI draft appeals and personal donor notes in your voice

AI drafts appeal letters, email series and personal notes from your story, ask and segment. You pick the best lines and make sure every fact is right.

Typically saves about 45% of the time5 min to set up
  1. 1Gather the story, the specific ask and who it is going to (segment, past giving).
  2. 2Use the prompt below with a past appeal that did well.
  3. 3Ask for two versions and pick the best parts.
  4. 4Check facts and names, then load into your CRM or email tool.
Prompt to copy
Write a [PRINT APPEAL / 3-EMAIL SERIES / PERSONAL NOTE] for [ORGANISATION] to [SEGMENT, e.g. donors who gave last year but not this year]. Story: [STORY]. The ask: [AMOUNT OR ACTION] for [WHAT IT FUNDS]. Match the voice of this past appeal: [PASTE]. Lead with one person or moment, make the donor the hero, one clear ask, under [LENGTH]. Do not invent facts or statistics.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce)

Fix 2 of 2

Software feature

Use CRM segments and engagement scores to target follow-up

Saved segments (lapsed, slipping, first-time, monthly) and engagement scores in your CRM tell you who to contact this week, and automated journeys handle the routine touches.

Typically saves about 40% of the time2 h to set up
  1. 1Build saved lists: gave last year but not this year, first-time donors in 90 days, monthly donors whose card failed.
  2. 2Use your CRM's engagement or retention score to rank them (Bloomerang, Virtuous and others have one).
  3. 3Set up an automated email journey for each segment.
  4. 4Make personal calls only to the top of each list.

Tools: Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce) · Mailchimp or Constant Contact

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Fundraiser / development officer

HourLeak · the 8-minute work audit

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Other common tasks for Fundraisers / development officers