The 10-Day Year-End Giving Plan

I'm preparing a year-end fundraising campaign for a nonprofit. Below are the column headers and a sample of rows from our donor and gift export. The full export has [NUMBER] rows.

Review the sample and tell me what to fix before we sort donors into groups. Check for:
1. Possible duplicate donors (same email with different donor IDs, households entered twice)
2. Gifts missing a date or an amount
3. Monthly or recurring gifts that aren't marked as recurring
4. Refunds, soft credits, pledges or in-kind gifts that could be counted as cash gifts by mistake
5. Donors with no email address, or marked do-not-email or do-not-solicit
6. Dates or amounts in inconsistent formats

For each problem:
- Explain what it is and why it matters for a year-end campaign
- Give me an Excel or Google Sheets formula, filter or conditional format that finds every instance in the full list, and tell me which column to put it in
- Suggest how to fix it

Then tell me which columns we need for the next step (sorting donors into groups) and whether our export has them: donor ID, gift date, gift amount, recurring flag, first gift date, email status.

Base your review only on the columns and rows I've pasted. If something can't be checked from the sample, say so.

COLUMN HEADERS AND SAMPLE ROWS:
[PASTE HEADERS AND 20–50 ROWS. USE DONOR IDS, NOT NAMES OR ADDRESSES]

Help me sort our donor list into year-end groups using spreadsheet formulas. Do not sort the donors yourself. Give me formulas I can add as new columns, so the spreadsheet tags every donor and I can check the logic.

Today's date: [DATE]
"This year" means: [JANUARY 1 – DECEMBER 31, OR OUR FISCAL YEAR DATES]

Groups, in priority order (each donor gets only the first group that fits):
1. DO NOT ASK: marked do-not-solicit or do-not-email
2. TOP DONORS: gave [AMOUNT, FOR EXAMPLE $1,000] or more in total over the last [NUMBER] months, or are on this list of donor IDs: [IDS OR "NONE"]
3. MONTHLY DONORS: have an active recurring gift
   - Mark NEW MONTHLY instead if the recurring gift started in the last [NUMBER, FOR EXAMPLE 3] months. They get a thank-you, not an upgrade ask.
4. SKIPPED THIS YEAR: gave in at least one of the last [NUMBER] years, but nothing this year
5. FIRST-TIME DONORS: their first and only gift was this year
   - Mark TOO RECENT instead if that gift was in the last [NUMBER, FOR EXAMPLE 30] days. They get a thank-you, not a second ask yet.
6. EVERYONE ELSE: gave this year and doesn't fit a group above

Please give me:
1. The helper columns I need (for example: total given in the last 12 months, last gift date, first gift date, gave this year Y/N), each with an Excel formula and the column it goes in.
2. One GROUP column formula that applies the priority order above.
3. A COUNTIFS summary table showing how many donors are in each group.
4. The edge cases our data might create (for example, a monthly donor who also made a large one-time gift) and how the formulas handle each.
5. Anything you assumed about our columns that I should confirm.

If our export has one row per gift instead of one row per donor, first tell me how to build a one-row-per-donor summary (for example, with a pivot table), then give the formulas for that summary.

OUR COLUMN HEADERS AND 5 SAMPLE ROWS:
[PASTE. USE DONOR IDS, NOT NAMES]

Help me set a suggested year-end ask amount for each donor, using spreadsheet formulas based on their own giving pattern. Do not calculate amounts yourself. Give me formulas I can check.

The goal is each donor's "biggest yes": a little more than they usually give, but still an easy yes for them.

Use these signals:
- Giving trend: is their yearly total going up, flat or down over the last [NUMBER, FOR EXAMPLE 3] years?
- Frequency: how many gifts they usually make per year
- Their last gift, and their largest gift in the last [NUMBER] years
- Their group, from our GROUP column

Rules:
1. Start from their last gift. If their trend is up, suggest [PERCENT, FOR EXAMPLE 20%] more. If flat, [PERCENT, FOR EXAMPLE 10%] more. If down, ask for their last gift amount, not more.
2. Never suggest more than their largest gift in the period times [NUMBER, FOR EXAMPLE 1.5].
3. Round to friendly amounts: [FOR EXAMPLE: nearest $5 under $100, nearest $25 under $1,000, nearest $100 above that].
4. MONTHLY DONORS: suggest a new monthly amount ([AMOUNT OR PERCENT] above their current one) and, separately, a one-time year-end gift equal to about [NUMBER] months of their current gift.
5. SKIPPED THIS YEAR: ask for their last gift amount. No increase.
6. FIRST-TIME DONORS: ask for the same amount as their first gift, and suggest a monthly amount of about [FRACTION, FOR EXAMPLE one-tenth] of it.
7. TOP DONORS: calculate an amount, but mark the row REVIEW so a person sets the final ask.
8. NEW MONTHLY and TOO RECENT: no ask amount. They get a thank-you only.

Please give me:
1. Any helper columns needed, with Excel formulas and where they go.
2. An ASK AMOUNT column formula, plus MONTHLY ASK and ONE-TIME ASK columns for monthly donors.
3. A summary table formula showing the median ask by group.
4. A plain-English explanation of the logic I can share with my executive director.

Use only the column names I give you. If a column I need is missing, tell me how to create it.

OUR COLUMN NAMES (AND WHAT EACH CONTAINS):
[PASTE COLUMN NAMES WITH A SHORT DESCRIPTION OF EACH]

I'm writing year-end fundraising emails, and I want every impact line to be specific and true. Below are our program reports, notes and cost information.

Build an impact fact bank:
1. List every specific, countable result in the material (people served, meals, sessions, homes, hours, outcomes). For each, give the number, the time period, the program, and the document or note it came from.
2. Where I've provided a cost per unit (for example, cost per meal), draft "your gift did this" lines, such as "Your $250 stocked 40 food boxes." Show the math for each (for example, $250 ÷ $6.25 per box = 40 boxes). Use only costs I've provided.
3. Write 3 short impact lines for each donor group: top donors, skipped this year, monthly donors, first-time donors. Match each line to what that group cares about (for example, for monthly donors: steady, ongoing results).
4. List any claims in the material that are too vague to use (for example, "we helped many families") and the number we'd need to make each one specific.

Rules:
- Use only facts and numbers that appear in the material below. Do not invent results, quotes or stories.
- Do not combine numbers from different periods or programs unless the material does.
- Mark anything that needs confirming as [CONFIRM WITH PROGRAM STAFF].

PROGRAM REPORTS, NOTES AND COST INFORMATION:
[PASTE]

Write our year-end fundraising email, with a separate version for each donor group. Use merge fields so each donor sees their own details. Do not use real donor names or details; use only the merge fields listed below.

Every version must include these four things:
1. Their giving history: acknowledge how long they've given and what they gave last, using merge fields (for example, "Since {{first_gift_year}}, you've given {{gift_count}} times").
2. A tangible impact: one specific result from our fact bank below. Never write general lines like "your support makes a difference."
3. The right ask amount: ask for {{ask_amount}} (or {{monthly_ask}} and {{one_time_ask}} for monthly donors).
4. One clear next step: one button that fits the group. No extra links to volunteer, share, or follow us.

Write these versions:
- SKIPPED THIS YEAR: a warm "we miss you." Acknowledge their past giving, share what's happened since, and invite them back. Button: [FOR EXAMPLE: "Give again"]
- MONTHLY DONORS: thank them first for giving every month. Ask them to raise their monthly gift or add a one-time year-end gift. Button: [FOR EXAMPLE: "Raise my monthly gift"], with the one-time option as a single text link.
- NEW MONTHLY: a thank-you only. No ask, no button.
- FIRST-TIME DONORS: thank them for their first gift and show what it did. Ask for a second gift, or invite them to give monthly. Button: [FOR EXAMPLE: "Give again"]
- TOO RECENT: a thank-you only. No ask, no button.
- EVERYONE ELSE: our main year-end email, personalized with their giving history. Button: [FOR EXAMPLE: "Give {{ask_amount}}"]

For each version, give 2 subject line options (under 50 characters), preview text, and the email body (under [NUMBER, FOR EXAMPLE 200] words). Sign it from [NAME AND TITLE].

Voice: [FOR EXAMPLE: warm, plain-spoken, hopeful, never guilt-driven]

Rules:
- Use only facts from the fact bank. If you need a fact that isn't there, write [FACT NEEDED: what].
- Mention our year-end deadline (December 31) once, plainly. No fake urgency.
- Use only these merge fields: [LIST YOUR EMAIL TOOL'S FIELDS, FOR EXAMPLE {{first_name}}, {{first_gift_year}}, {{gift_count}}, {{last_gift_amount}}, {{ask_amount}}, {{monthly_ask}}, {{one_time_ask}}]

ABOUT OUR ORGANIZATION (2–3 SENTENCES):
[PASTE]

IMPACT FACT BANK (FROM PROMPT 4):
[PASTE]

DONATION PAGE LINKS:
[PASTE]

Our top donors will get a personal call from [CALLER NAME AND TITLE] instead of our mass year-end email. Help us prepare.

For each donor below, write:
1. A 3-bullet call guide: a genuine thank-you that mentions their giving history; one specific result from our fact bank that fits their interests (if we've noted any); and the ask: [FOR EXAMPLE: "invite a year-end gift of about their suggested amount" OR "invite a conversation about a larger gift"].
2. A voicemail script under 30 seconds: thank them, mention one result, and say we'll follow up with a note. No ask in the voicemail.
3. A short personal note (under 120 words) to send after the call, with one clear next step.

Also give me one call checklist for the caller: what to have ready, how to respond to "not this year," and what to log after each call.

Rules:
- Use only the giving history and facts provided. Do not guess at a donor's interests or wealth.
- Keep the tone of a thank-you call from a friend of the organization, not a sales call.
- Use [BRACKETS] for anything the caller needs to fill in.

TOP DONORS (DONOR ID, FIRST NAME, GIVING HISTORY, SUGGESTED ASK, ANY NOTES):
[PASTE]

IMPACT FACT BANK:
[PASTE]

Below are our approved year-end emails for each donor group. Write two short reminder emails for each group, for donors who haven't given yet.

Reminder 1 (sends [DATE, ABOUT A WEEK AFTER THE MAIN EMAIL]):
- Under 100 words
- A different specific result from the fact bank than the main email used
- The same ask amount and the same single button

Final reminder (sends December 30):
- Under 70 words
- Plain and warm: the year ends tomorrow, and here's the one thing their gift will do
- The same ask amount and the same single button

For each reminder, give 2 subject line options (under 45 characters) and preview text.

Rules:
- Skip NEW MONTHLY and TOO RECENT. They don't get reminders.
- Don't repeat the main email's wording. Each reminder should stand on its own.
- No guilt, no countdown gimmicks, no "LAST CHANCE!!" subject lines.
- Use only facts from the fact bank and the same merge fields as the main emails.

APPROVED MAIN EMAILS:
[PASTE]

IMPACT FACT BANK:
[PASTE]

Review our year-end emails before approval. Do not rewrite them. Only review and flag.

For each email version and reminder, check:
1. Does it include all four ingredients: giving history, one specific result, the ask amount, and exactly one clear next step? Mark each Yes or No.
2. Does every fact and number match the fact bank exactly? List any that don't, or that aren't in the fact bank.
3. Are all merge fields from our approved list, written in the right format? List any that aren't.
4. Is there more than one button or call to action? List the extras.
5. Does the ask fit the group? (No upgrade ask to NEW MONTHLY, no second ask to TOO RECENT.)
6. Subject lines: under 50 characters, no all caps, no misleading urgency?
7. Tone: anything that could read as guilt, pressure or overpromising?
8. Anything a donor might misread, such as an amount that looks like a bill or a deadline that sounds like a penalty.

Return a table: Version, Check, Pass or Fix, What to fix. Then list the 5 most important fixes, in order.

APPROVED MERGE FIELDS:
[PASTE]

IMPACT FACT BANK:
[PASTE]

ALL DRAFTS:
[PASTE]

Help me schedule our year-end emails and make sure anyone who gives stops getting reminders.

Our email or donor tool: [TOOL NAME]
Main email send date: [DATE]
Reminder 1 send date: [DATE]
Final reminder send date: December 30
Donors in each group: [PASTE COUNTS BY GROUP]

Please give me:
1. A send calendar table: Date, Time, Email, Group, Who receives it, Who is excluded.
2. A stop rule: exactly which donors to remove before each reminder (anyone who has given since the main email, plus unsubscribes and bounces). Explain how to apply it in [TOOL NAME] using general steps (segments, exclusion lists, suppression lists or tags). If you're not sure how [TOOL NAME] does this, say so and give the steps in general terms instead of guessing.
3. If our donations and our emails are in separate systems, a simple manual process: how to export new gifts each morning, match them to the email list by email address or donor ID, and update the exclusion list before each send.
4. A pre-send checklist: test sends, merge fields filled for every donor, links working, unsubscribe link present, correct sender name, the right version going to each group.
5. A suggested send time for each email, with your reasoning, and a note that our own past results should win if we have them.

Use only the dates and counts I've provided.

Help me build a year-end gift tracker in a spreadsheet. Do not calculate results yourself. Give me the layout and formulas so the spreadsheet does the math.

Each gift will be added as a row. Our donation export includes these columns: [PASTE COLUMN NAMES]
Our donor groups: TOP DONORS, MONTHLY DONORS, NEW MONTHLY, SKIPPED THIS YEAR, FIRST-TIME DONORS, TOO RECENT, EVERYONE ELSE

Please give me:
1. A GIFTS sheet layout: the columns to keep from our export, plus added columns for Group (looked up from our donor list by donor ID), Ask amount, Gave more than the ask (Y/N), Thank-you sent (date), Receipt sent (date), Days to thank-you, and Needs written acknowledgment (Y/N, for single gifts of $250 or more).
2. Formulas for each added column (Excel syntax), including a lookup that pulls Group and Ask amount from our donor list sheet by donor ID.
3. A SUMMARY sheet with formulas: total raised and number of gifts by group, average gift vs. average ask by group, gifts still waiting for a thank-you, and the percentage of gifts thanked within 2 days.
4. Conditional formatting rules: highlight any gift with no thank-you after 2 days, and any gift of $250 or more with no receipt.
5. A DAILY EXCLUSIONS view: a filter or formula listing donor IDs who gave since [MAIN EMAIL DATE], to remove from the reminders.

Tell me exactly which sheet and cell each table starts in. If a column I need isn't in our export, tell me how to add it.

Write thank-you emails and donation receipt templates for our year-end campaign. Every donor should be thanked within two days of their gift.

1. A thank-you email for each group: TOP DONORS (short, from [EXECUTIVE DIRECTOR NAME], personal in tone), MONTHLY DONORS (who raised their gift or added a year-end gift), SKIPPED THIS YEAR (welcome back), FIRST-TIME DONORS (thank them for their second gift or new monthly gift), and EVERYONE ELSE. Each under 120 words, with one specific result from the fact bank and no new ask.
2. A gift receipt template with the details donors typically need for tax purposes: our organization's legal name, that we're a 501(c)(3) public charity, our EIN, the donor's name, the gift date and amount, and a statement of whether any goods or services were provided in exchange (with a good-faith estimate of their value, if so). Use merge fields for donor details.
3. A short note for our finance lead on which gifts may need a written acknowledgment (for example, single gifts of $250 or more) or a disclosure because the donor received something in return, so they can confirm our process.
4. A year-end summary receipt template for monthly donors that lists each gift date and amount for the year.

Rules:
- Use only facts from the fact bank and the organization details below.
- Don't give tax advice to donors. Write the receipt language so our accountant can confirm it.
- Use [BRACKETS] for anything we need to fill in.

ORGANIZATION LEGAL NAME, EIN AND ADDRESS:
[PASTE]

HOW WE SEND RECEIPTS TODAY:
[FOR EXAMPLE: "Our donation platform sends an automatic receipt" OR "We email them by hand"]

MERGE FIELDS AVAILABLE:
[PASTE]

IMPACT FACT BANK:
[PASTE]

Here are yesterday's new year-end gifts and our current tracker summary. Today is [DATE].

Give me today's to-do list:
1. THANK TODAY: every new gift, with its group and which thank-you version to send. Flag any gift of $250 or more, or any gift above its ask amount, so [EXECUTIVE DIRECTOR NAME] can add a personal line or call.
2. REMOVE FROM REMINDERS: every donor ID that gave, so I can update the exclusion list before the next send on [NEXT SEND DATE].
3. TOP DONOR FOLLOW-UPS: top donors who were called but haven't given yet, and how many days it's been since the call.
4. ANYTHING ODD: possible duplicate gifts, gifts with no donor ID or group, refunds, or gifts from donors marked DO NOT ASK.
5. TODAY'S NUMBERS: repeat the totals from the tracker summary exactly as I pasted them.

Use only the data I've pasted. Don't calculate totals yourself; use the tracker's numbers.

YESTERDAY'S NEW GIFTS:
[PASTE DONOR ID, AMOUNT, DATE, GROUP]

TRACKER SUMMARY:
[PASTE]

DONORS CALLED SO FAR (DONOR ID AND CALL DATE):
[PASTE OR "NONE"]