Newsletter Drafting Workflow

1. What this workflow is for

Producing a clean first draft of nonprofit newsletters while preserving editorial and factual control.

2. Appropriate use cases

• - Turning internal updates into readable public-facing copy
• - Drafting multiple headline and subject-line options
• - Creating short and long versions of the same story

3. What AI can help with

• - Summarizing updates for email audiences
• - Rewriting in plain language for accessibility
• - Generating alternate subject lines and calls to action
• - Repurposing existing approved content

4. What AI should not do

• - Publish without review
• - Include private participant stories without consent
• - Invent facts, quotes, or impact outcomes

5. Safe inputs

• - Previously approved public communications
• - Non-sensitive event and program updates
• - Approved key messages and campaign goals

7. Step-by-step workflow

1. 1. Collect approved updates and communication goals.
2. 2. Prompt AI to draft newsletter sections and subject lines.
3. 3. Run factual and tone review for each section.
4. 4. Remove or anonymize any sensitive references.
5. 5. Finalize with communications lead approval before sending.

8. Human review requirements

• - Human editor confirms factual accuracy.
• - Brand/tone reviewer approves public framing.
• - Final send requires designated approver sign-off.

9. Final approval checklist

• - Facts and dates verified
• - Tone aligns with organizational voice
• - No private participant stories shared without consent
• - Final approver authorization captured

10. Copyable prompt template

Draft a nonprofit newsletter from the approved updates below. Keep language clear, warm, and factual. Do not invent details. Return: (1) subject line options, (2) intro paragraph, (3) section drafts, (4) suggested call to action.

11. Related tools