Operations and admin
Create an email template library
Saves time with ready-to-use messages for common situations.
Lower risk: public info only — Templates use placeholders, so no real contact details are needed.
Please note: This site is only a guide to help people understand. Consult your IT, security and/or privacy department for clarification.
Before you start, gather
List real situations in [COMMON SITUATIONS] from the emails your staff send most often. Get approved receipt wording from your finance lead. Keep bracket names like [RECIPIENT FIRST NAME], never real contacts.
Starter prompt
Create a library of 8 email templates for [ORGANIZATION NAME] staff covering: [COMMON SITUATIONS], such as donation receipts, volunteer sign-ups and funder check-ins. Each should have a subject line, body with placeholders like [RECIPIENT FIRST NAME] and a friendly, professional tone. Do not make up policies, deadlines or tax wording inside the templates; write CHECK WORDING where our finance lead must decide instead of guessing.
Paste the prompt into your AI tool first, then replace the placeholders with your own details. Don't use real names of clients or donors.
Open an AI tool
You are leaving this guide. Copy the prompt first, then open a tool. The link goes to the website of the company named on each link, in a new tab. That company's terms and privacy policy apply there. Paste the prompt in, then replace the placeholders with your own details. Don't enter real names or confidential details.
- Open Claude (Anthropic) (opens Anthropic's website in a new tab)
Anthropic documents pre-filled links only for the Claude Desktop app, not for the website, so copy the prompt and paste it in.
- Open ChatGPT (OpenAI) (opens OpenAI's website in a new tab)
OpenAI does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Gemini (Google) (opens Google's website in a new tab)
Google does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Grok (SpaceXAI) (opens SpaceXAI's website in a new tab)
SpaceXAI (the company behind Grok) does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Amazon Bedrock (hosts Llama; needs an AWS account) (opens Amazon Web Services' website in a new tab)
Llama has no chat website of its own, and Meta's own assistant (Meta AI) now runs on a different Meta model. One host is Amazon Bedrock: sign in to AWS, open a playground, and paste the prompt.
- Open Microsoft Copilot (Microsoft) (opens Microsoft's website in a new tab)
Microsoft documents no link that pre-fills a prompt, so copy the prompt and paste it in. The Copilot page shows a Sign in button, and you may need to sign in.
- Open Perplexity (Perplexity AI) (opens Perplexity AI's website in a new tab)
Perplexity documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Mistral Le Chat (Mistral AI) (opens Mistral AI's website in a new tab)
Mistral renamed Le Chat to Vibe, at the same web address. Mistral documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Givebutter (Givebutter): no website to open from here. Givebutter Magic works inside a Givebutter account; there is no public chat page.
- Grantable (Grantable): no website to open from here. Grantable's AI works inside a Grantable account; there is no public chat page.
Check the result
Make sure each template matches your voice and has no leftover placeholders when used.
What it might get wrong
Receipt wording that claims tax-deductibility your finance team never approved. Promised response times. A funder check-in that reads like a promise of extra reporting.