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Newsletter Automation Playbook

Done right, your newsletter becomes a conversation your community looks forward to.

Overview​

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Goal: Automate and simplify your monthly newsletter using tools you already have—without code-heavy workflows.

  • 💡 Key Insight: Targeted, consistent updates can push your open rate above 30% (the average is ~25%).
  • ⚙️ Strategy: Use built-in tools (like Mailchimp or your CRM), paired with monthly content prompts and lightweight automation.
  • 📊 Metric to Watch: Open rates, click-throughs, and replies. A/B test and refine over time.
🎯 Step 1: Define Your Audience

  • Segment your list:

    • Active donors
    • Past donors
    • Volunteers
    • General supporters

  • Why it matters:

    • 🎯 Relevance boosts open rates by 10–15%
    • Clean your list monthly—remove bounces and unsubscribes
⚙️ Step 2: Set Up Automation

  • Use built-in tools like:

    • Mailchimp Customer Journeys
    • Your CRM’s email scheduler (e.g., Salesforce, Blackbaud)

  • Keep it simple:

    • Create a recurring send each month
    • Use a newsletter “shell” that you update with fresh content
🧠 Step 3: Use Content Prompts

Monthly content doesn’t need to be original every time. Use these reusable prompts:

  1. What was our biggest win this month?
  2. Which volunteer or team member deserves a shoutout?
  3. What upcoming event or need should we highlight?
  4. Share a stat or fact about your mission.
  5. Include a short quote or story from someone you’ve helped.
📅 Step 4: Schedule & Track
  • Best send times: Midweek around 10 AM = 20% better open rates
  • Track:
    • Open rate
    • Click-through rate
    • Replies and unsubscribes
  • Adjust over time: Try new subject lines, lengths, or visuals

AI Prompts​

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Use this AI prompt to generate newsletter content in seconds:

📬 Nonprofit Newsletter Generator Prompt

You are a nonprofit communications expert with decades of experience writing authentic, heart-centered newsletter content that engages supporters, builds trust, and reflects the mission without sounding overly polished or salesy.

Please write a short newsletter section based on the following topic:

[TODAY’S TOPIC OR THEME GOES HERE]

Guidelines:
- Tone: Warm, conversational, mission-driven
- Length: 150–300 words
- Voice: First-person plural (we, our)
- No donation ask unless specified
- End with a soft call-to-action (e.g., RSVP, reply, share, thank a volunteer, etc.)
- Keep language simple (5th–8th grade reading level)
- Output should be email-ready (plain text, paragraph breaks, no headings or emojis)