Prompt Library
26 prompts, built for mentoring agencies
Open a section, copy a prompt, and replace anything in [brackets] with your own details. The more real context you give, the better the result.
Development + FundraisingRaise more, write less9 prompts
Donor Thank You Letter
Write a heartfelt thank-you letter for a [$500] donation to our youth mentoring program. Show how this gift fuels mentoring matches, like [a year of match support for a Big and Little], and end with a line about how the donor is part of a bigger community effort. Keep it under [250] words.
Grant Application Summary
Summarize this grant application [paste text] into 5 bullet points for a board report. Focus on funding amount, purpose, expected outcomes, and anything the board needs to decide.
Corporate Sponsor Research
List 5 potential corporate sponsors for a youth mentoring nonprofit in [your city or region]. For each, explain why they align with our mission and suggest one way to open the conversation, like [employee volunteering, event sponsorship, or workplace mentoring].
Giving Campaign Ideas
Brainstorm 5 creative donor engagement campaigns for [Giving Tuesday] for a youth mentoring agency. Each needs a short theme, a call to action, and one low-lift way a [3-person] development team could pull it off.
Video Scripts
Create a [2-minute] volunteer recruitment video script for our mentoring program. Highlight the kids waiting for a mentor, what Bigs actually do together with their Littles, and how easy it is to start. Tone: [hopeful and direct]. End with a clear call to action to [apply on our website].
Compelling Fundraising Appeal
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You are an experienced nonprofit fundraiser writing a compelling fundraising appeal. Create a [EMAIL/LETTER/SOCIAL POST] under [WORD COUNT] words for [YOUR ORGANIZATION NAME] to support [SPECIFIC CAMPAIGN OR PROGRAM].
Target audience: [DONOR SEGMENT, e.g. "monthly donors who gave last year" or "lapsed donors who haven't given in 18 months"]
Use a [TONE, e.g. "warm and grateful," "urgent and compelling," "hopeful and inspiring"] tone. The appeal should:
- Open with a specific, relatable story or scenario that illustrates the need
- Explain the problem we're addressing and why it matters now
- Show how the donor's gift will create tangible impact (include specific dollar amounts and outcomes if possible)
- Create a sense of urgency without being manipulative
- End with a clear, specific call to action
Context about our work: [INSERT 2-3 SENTENCES ABOUT YOUR MISSION AND THIS SPECIFIC PROGRAM]
Avoid jargon, overly formal language, and generic phrases like "make a difference." Use the word "gift" rather than "donation." Focus on the donor's role as a partner in this work, not just a financial supporter.
Personalized Donor Thank You
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You are a grateful nonprofit development professional writing a heartfelt thank you message. Create a personalized acknowledgment email/letter under [WORD COUNT] words to [DONOR NAME/SEGMENT] for [YOUR ORGANIZATION NAME].
Gift details: [DESCRIBE WHAT THEY SUPPORTED, e.g. "their $500 gift to our annual fund," "their sponsorship of our 5K fundraiser," "their first monthly recurring donation of $25"]
Donor background (if known): [INCLUDE RELEVANT DETAILS, e.g. "longtime supporter who has given for 5+ years," "attended our volunteer training last year," "first-time donor who learned about us through social media"]
The message should:
- Express genuine, specific gratitude (not generic thank-yous)
- Explain the concrete impact their gift will have (use specific examples, stories, or data)
- Reference their relationship with our organization (if applicable)
- Use warm, conversational language that sounds like it comes from a real person
- Avoid asking for another gift. This is purely about gratitude.
Impact to highlight: [INSERT 1-2 SPECIFIC OUTCOMES THEIR GIFT ENABLES, e.g. "supports a mentoring match for a full year," "funds enrollment and training for 3 new Bigs," "covers match activities for 10 Littles this summer"]
Use words like "generosity," "partnership," and "belief in our mission" rather than transactional language. Write as if you're thanking a friend who just did something incredibly meaningful.
Grant Proposal
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You are an experienced grant writer drafting a compelling proposal narrative. Write a [WORD COUNT/PAGE LENGTH] [SECTION NAME, e.g. "statement of need," "program description," "evaluation plan"] for a grant proposal to [FUNDER NAME] from [YOUR ORGANIZATION NAME].
Program/project: [DESCRIBE THE PROGRAM YOU'RE SEEKING FUNDING FOR]
Funder priorities: [LIST THE FUNDER'S STATED PRIORITIES OR FUNDING CRITERIA, e.g. "youth development with measurable outcomes," "mentoring for underserved communities," "capacity building for small nonprofits"]
The narrative should:
- Clearly articulate the problem or need this program addresses, using relevant data and context
- Explain our organization's unique qualifications and track record to address this need
- Describe the program approach, activities, and timeline in specific, concrete terms
- Define measurable outcomes and how we'll track success (include specific metrics)
- Demonstrate alignment with the funder's priorities and values
- Use evidence-based practices and cite relevant research or best practices where applicable
Key data to include: [INSERT RELEVANT STATISTICS, e.g. "We serve 300 matches annually," "90% of our matches last beyond one year," "Our waitlist has 75 kids ready to be matched"]
Target population: [DESCRIBE WHO YOU SERVE]
Write in a professional but accessible tone. Avoid jargon unless it's field-specific terminology the funder will expect. Use active voice and concrete language that paints a vivid picture of the program and its impact.
Fundraising Campaign Strategy
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You are a strategic fundraising consultant developing a comprehensive campaign plan. Create a detailed campaign strategy for [YOUR ORGANIZATION NAME] to [CAMPAIGN GOAL, e.g. "raise $250,000 for our capital campaign," "acquire 500 new monthly donors," "engage lapsed donors who haven't given in 2+ years"].
Campaign timeline: [SPECIFY DURATION, e.g. "3-month giving season campaign," "12-month annual fund campaign," "6-week emergency appeal"]
Target audiences: [LIST DONOR SEGMENTS, e.g. "current monthly donors, major donors ($1,000+), lapsed donors, prospective corporate sponsors"]
Available channels: [LIST YOUR COMMUNICATION CHANNELS, e.g. "email, direct mail, social media (Facebook, Instagram), website, phone outreach, in-person events"]
The campaign plan should include:
- Campaign theme and key messaging that resonates with our audiences
- Segmented approach for each donor group (different messages, channels, asks)
- Week-by-week timeline with specific activities, touchpoints, and milestones
- Suggested donation ask amounts for different segments
- Cultivation and stewardship touchpoints (not just asks)
- Success metrics and how we'll track progress
- Contingency strategies if we're not on track to meet our goal
Organizational context: [DESCRIBE YOUR MISSION, CURRENT DONOR BASE SIZE, PAST CAMPAIGN PERFORMANCE]
Focus on practical, achievable tactics that a small development team can execute. Prioritize strategies with proven ROI for similar organizations. Include both acquisition and retention activities.
Marketing + RecruitmentTell the story everywhere6 prompts
Impact Stories for Social Media
Turn this match success story [paste text, with names and identifying details changed] into a [150-word LinkedIn post] that ends with a call to action to [donate or become a Big]. Center the Little's potential and the power of the relationship, never pity.
Volunteer Recruitment Posts
Create 3 short social media posts ([100] words each) inviting people to become mentors. Each post should focus on a different reason people love being a Big: [fun, flexibility, impact]. Audience: [men ages 25 to 45 in our county].
Press Releases
Write a press release announcing [our new partnership with Company Name]. Professional but uplifting and easy to understand. Include a quote from [our CEO], one stat about our local impact like [number of matches served], and a closing line on how readers can get involved.
Website Gut Check
Go look at our website [URL]. What can you learn about us: who we serve, what we do, and why it matters? Does who we are actually come across? Tell me what's confusing or missing and what you'd change first.
Copy Flow Edit
Here's a [volunteer email / community update] we send out regularly [paste]. Edit it so it flows naturally and sounds like a person wrote it. Keep our voice, cut anything repetitive, and flag any sentence a busy reader would skim past.
Reminder Series Tune-Up
Here are the [4] reminder messages we send before [event/deadline] [paste]. Make them read like one connected series: vary the openings, build urgency gently from first to last, and keep each one short.
Data + InsightsMake the numbers talk3 prompts
Start With the Questions
Here's an export of our program data [paste, with names removed]. Before you analyze anything, tell me: what are the 5 most valuable questions I should be asking of this data? Then answer the top 2, and tell me what additional data would make this analysis stronger.
Data Reports and Insights
Analyze the following data [paste, with names removed] and create a clear report with 3 key insights and a closing statement about impact. Audience: [our board / a funder / our program team]. Flag anything surprising, like [matches closing earlier than usual or a recruitment dip].
Donor Data Analysis
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You are a nonprofit data analyst specializing in fundraising analytics. I'm going to share data about [SPECIFIC DATASET, e.g. "our donor retention rates," "our year-end campaign performance," "our major donor giving patterns"], and I need you to:
1. Identify key trends, patterns, and anomalies in the data
2. Highlight areas of strength and areas of concern
3. Suggest 3-5 specific, actionable strategies to improve fundraising performance based on these insights
4. Recommend which donor segments we should prioritize and why
5. Propose specific metrics we should track moving forward to measure improvement
Context about our organization: [BRIEF DESCRIPTION, e.g. "youth mentoring agency with 2,500 active donors, $1.2M annual fundraising goal, primarily individual giving"]
Here's the data: [PASTE YOUR DATA. This could be donor retention by cohort, campaign performance metrics, giving level distribution, monthly recurring vs. one-time gifts, etc.]
Focus on practical recommendations that a small development team can implement. Prioritize strategies with the highest potential ROI. If you notice concerning trends, explain what they might indicate and how to address them.
Program + Volunteer ManagementSupport the mission side4 prompts
Volunteer Appreciation
Write 3 short appreciation messages (a text, an email, and a social media shoutout) for a Big who just hit their [one-year] match anniversary. Warm and specific, under 75 words each. Mention [their consistency showing up for their Little].
Volunteer Interview Prep
Create 8 interview questions for screening prospective volunteer mentors, including 2 scenario-based questions about [reliability and boundaries] and 1 about [connecting with a kid who opens up slowly].
Survey Response Theming
Here are open-ended survey responses from [our Bigs / families / Littles] [paste, names removed]. Group them into 3 to 5 themes. For each theme, give a name, a count, one representative quote, and one action we could take in response.
Plain-Language Rewrite
Rewrite this program description [paste] at an 8th grade reading level for families. Keep it warm and remove jargon. If anything would confuse a parent deciding whether to enroll their child, fix that first.
Everyday OperationsWin back the busywork hours4 prompts
Meeting Notes to Minutes
Turn these rough meeting notes [paste] into clean minutes with decisions made, action items with owners, and open questions.
Board Update from Bullets
Turn these bullet points [paste] into a one-page board update with sections for wins, challenges, key numbers, and asks. Lead with [our match count and waitlist] so the board sees the mission first.
Long Thread, Fast Reply
Here's a long email thread [paste, names removed]. First summarize what's being asked of me, then draft a friendly reply that answers each question.
Job Description
Draft a job description for a [Match Support Specialist] at a [small] youth mentoring nonprofit. Include responsibilities, required vs. nice-to-have qualifications, a line about our culture like [relationship-first and kid-focused], and a salary range line.
Prompt Builder
Build a better prompt
Two ways to get there. Fill out a quick form right here, or chat with the AI Prompt Coach and build it together.
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Let the AI interview you instead
Paste this into ChatGPT, Claude, or Gemini and it will walk you through the same steps one question at a time, then hand you the finished prompt.
The Prompt Interviewer
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You are a prompt design coach for nonprofit teams. Interview me one question at a time to build a great AI prompt. Ask me, in order: (1) what challenge I am working on, (2) what role the AI should play, (3) what background context matters, (4) who the final audience is, (5) what outcome I want, (6) what tone fits, (7) what format I want back, (8) any requirements like length or reading level, and (9) anything to avoid.
Wait for my answer before asking the next question. Keep each question short and offer 2 or 3 examples if I seem stuck. If I skip a question, move on.
When we are done, write the complete prompt in a code block so I can copy it, then briefly explain what makes it strong and offer one optional improvement, such as adding an example of past work I liked.
Best Practices
Get better results from every prompt
Eight habits that separate teams who dabble in AI from teams who get real time back.
Test different AI platformsChatGPT, Claude, and Google Gemini each have strengths. Try the same prompt across platforms to find which produces the best results for your needs.
Provide examplesIf you have a past fundraising appeal that performed well, include it in your prompt as an example of tone and style to emulate.
Use conditional logicCreate prompts with "if-then" statements for different scenarios. For example: "If the donor gave less than $100, emphasize accessibility; if they gave over $1,000, emphasize impact and leadership."
Track what worksKeep notes on which prompts and which AI-generated content performed best (open rates, click rates, conversion rates) to continuously improve your approach.
Train your teamShare these prompts with colleagues and create guidelines for when and how to use them, ensuring consistency across your development team.
Always fact-checkAI can generate convincing but inaccurate information. Verify all statistics, claims, and program details before sending to donors or funders.
Protect personal informationNever paste donor, client, or youth names and personal details into AI tools. Use placeholders like [FIRST NAME] and add the specifics after the AI gives you the draft.
Build a prompt libraryKeep a shared doc of the prompts that worked best for your team so wins compound instead of living in one person's chat history.
Featured Tools
Where to build
Agency Policies
Put guardrails around AI before it puts them around you
Your team is already using AI, whether or not there is a policy. Build your own with the prompt below, or download a ready-to-adapt template. Everything here is a starting point. Review anything with your own counsel and board before adopting it.
Build Your Own
Let AI interview you and draft it
Want something tailored to your agency? Paste this prompt into your AI tool. It walks you through every decision a nonprofit AI policy needs, one question at a time, then writes the document for you. It works for a full AI use policy, a staff sign-off, or volunteer, youth, and family consent language.
AI Policy Builder Prompt
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You are an advisor who helps nonprofits and youth-serving agencies write clear, responsible AI policies. I want your help creating one or more of these for our organization: an AI use policy, a staff AI writing agreement to sign, a volunteer AI and data consent form, a youth and family AI and data consent form, or a short board-facing summary. Tell me which, or say "help me decide."
Work through this with me ONE QUESTION AT A TIME. Ask a single question, wait for my answer, then ask the next. Keep it conversational and plain-spoken. If I am unsure on a question, suggest what similar nonprofits typically choose and let me pick. Do not write the document until we have worked through every area below.
Cover these areas, adapting the order to my answers:
1. Organization basics: our name, what we do, roughly how many staff and volunteers, and who oversees technology or AI decisions.
2. Scope: who this applies to (staff, volunteers, contractors, board) and which kinds of work it covers (for example program documentation, fundraising, marketing, operations).
3. Approved tools: which AI tools we have approved, who pays for them, and how someone requests a new tool before using it for work.
4. Data we protect: the information that must never be entered into AI tools (for example youth and client names, case notes, donor records, health or financial details), and how staff should use placeholders instead.
5. Consent: how we ask clients, families, and volunteers to consent to AI use and to any audio or video recording, and what we do when someone does not consent.
6. Data storage and retention: where personal data is stored, how long we keep it, and our limits on sharing it with third parties.
7. Human oversight: what a person must always review before it goes out, especially anything client-facing, family-facing, or public.
8. Transparency: when and how we disclose that AI was involved.
9. Accuracy and fairness: our expectations for fact-checking, removing bias, and using person-first, respectful language.
10. Security: account and access rules, and the ban on entering work data into free or public tools.
11. Roles and oversight: who tests and approves tools, who monitors use, and who handles a violation.
12. Training: what staff receive before they use AI for work.
13. Legal and funder requirements: any state or local laws, youth-data rules (such as COPPA), grant or funder requirements, or insurance requirements we need to honor.
14. Review: how often we revisit this document and who owns updates.
15. Tone: whether this should read as a warm invitation to use AI well or a firmer compliance document.
When we have covered everything, produce the finished document(s) in clean, ready-to-use language written for our organization, with clear section headings and wording our team will actually read. Then add a short list titled "Confirm before you adopt this" flagging anything I should run past our attorney, board, or insurer.
Start by confirming what we are creating, then ask your first question.
Templates
Ready-to-adapt documents
Generalized from language a Big Brothers Big Sisters agency took through legal and board review. Each Word file has [bracketed] placeholders and a short legend so you can drop in your own organization, roles, and systems. Review the final version with your own counsel and board.
Staff Policy
AI Use Policy
An organization-wide policy covering approved tools, data security, confidentiality and consent, monitoring, acceptable use, and human oversight. Includes a placeholder legend for your roles and systems.
Download (Word)Program Staff Sign-Off
Staff AI Writing Agreement
A one-page agreement staff sign before using AI in assessments, case notes, and client documentation. Sets expectations for ownership, review, and quality, with signature and supervisor lines.
Download (Word)Application Consent
Volunteer AI & Data Consent
Consent language for volunteers to sign during the application process, covering AI use, audio and video recording, and how their personal data is stored and retained.
Download (Word)Application Consent
Youth & Family AI & Data Consent
Consent language for participants, guardians, and families, covering AI use in applications and matching, data collection and storage, and confidentiality. Built to adapt to youth or adult programs.
Download (Word)Good Practice
Five things to get right
Whatever you adopt, these hold up across agencies of every size.
Protect the people you serveYouth and family information should never go into public AI tools. A policy makes that explicit so no one has to guess where the line is.
Name the approved toolsDecide which AI platforms and accounts your agency uses, who pays for them, and which ones are off limits for work data.
Keep a human in the loopAI drafts, people decide. Anything donor-facing, family-facing, or public should be reviewed by a person before it goes out.
Be honest about usageDecide when and how your agency discloses AI involvement, and make fact-checking a stated expectation, not an afterthought.
Train, then trustPair the policy with basic training so it reads as an invitation to use AI well, not a list of things staff will get in trouble for.
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About
Russ McBride
Founder, McBride Method · Platinum Zapier Solution Partner
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I am Russ McBride, founder of McBride Method. I help Big Brothers Big Sisters agencies put AI and automation to work without losing the human side of the mission. I am a former teacher and nonprofit operator, and I have built systems for Big Brothers Big Sisters agencies across the country.
My work is about giving staff their time back: faster volunteer enrollment, less manual follow-up, cleaner reporting, and AI your team actually trusts. The goal is always the same, more time for the relationships at the center of the work.
These prompts, policies, and practices are the same ones I share with the agencies I work with. Use them freely. When you want help wiring this into your own tools, reach out.
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