If you’ve ever opened up ChatGPT and typed something like, “Write me an email to donors,” and then sat there thinking, “That’s… not quite it,”—congratulations. You’ve officially met the learning curve.
The truth is, the easiest way to start using AI is to ask it for help with a small, specific task, like writing a thank you email or brainstorming subject lines for your next appeal. And honestly, that’s a great place to begin.
But the real magic? That comes from learning how to talk to it.
Because AI isn’t just a tool—it’s a really fast, really agreeable coworker who will try its best to help you…even when you’re not quite sure what you need. Which means if you don’t give it good direction, it will confidently lead you in a very wrong—but very well-written—direction.
That’s why the art of AI is in the prompt.
So what makes a good prompt?
Let’s break it down like a recipe:
1. The Task
Be clear about what you want it to do.
- “Write a 3-paragraph donor thank-you letter”
- “Create 5 Instagram captions about our food pantry”
- “Help me brainstorm subject lines for a back-to-school appeal”
It’s okay to keep it simple—but specific is better than vague.
2. The Context
Give it the “why” behind the task.
- Who is the audience?
- What tone should it use?
- What’s the goal of this message?
“Our donors are mostly women over 50 who care about education. We want them to feel hopeful and connected to the mission.”
This is gold. Don’t skip it.
3. The Voice or Style
If you have a certain tone—say, heartfelt but not sappy, or energetic but not cheesy—say so!
Better yet? Paste in a sample of past writing and say: “Match this style.” AI’s pretty great at imitation.
4. The Data
This is where most people give up—but don’t!
Uploading your year-end impact stats, donor survey feedback, or even a paragraph you wrote last week will make the output 10x better.
Yes, it takes a few extra minutes. But so does rewriting an entire email because the first draft felt like a Hallmark card.
Pro Tips for Prompting Like a Pro
- Start with, “What should I be asking?”
→ Don’t be afraid to let AI help shape the project. - Ask for options.
→ “Give me three tones: one warm, one playful, one formal.”
→ “Can you explain this in a way a donor would immediately get?” - Invite pushback.
→ “What might I be missing here?”
→ “Does anything about this ask feel confusing or unclear?”
AI doesn’t have opinions—but it can simulate smart ones. And that’s often enough to get you unstuck.
Bottom Line?
A good prompt is like a good brief. The better you explain what you want—and why—the more useful the output becomes.
And yes, sometimes it’ll take two or three rounds. That’s normal. That’s part of the process.
But if AI can help you get to a better draft faster?
Or offer a perspective you hadn’t thought of?
Or catch something that saves you from sending a meh appeal to 4,000 inboxes?
Well then, that’s time very well spent.