A 15-minute Monday routine anyone on your team can run

You are helping a small nonprofit decide which donors to contact this week. I have attached our Givebutter transactions export (CSV). Each row is one transaction with the donor's name, email, amount, date, status (succeeded, failed, refunded) and frequency (one-time or monthly).

Treat the latest transaction date in the file as "today". Ignore failed and refunded rows when adding up giving, but use failed rows to spot payment problems.

Sort donors into four lists. Each donor goes in the first list they qualify for, in this order:

1. Monthly donors at risk: gave monthly in the last 6 months AND either had a failed payment since their last successful monthly gift, has not had a monthly gift for 40+ days, or lowered their monthly amount by 20% or more.
2. Champions: the top 10% of donors by giving in the last 12 months (at least $500).
3. Ready to go monthly: not a monthly donor, and gave 2 or more times in the last 12 months.
4. Lapsed last year: gave 12 to 24 months ago, and nothing in the last 12 months.

For each list, show a table with: name, a one-line reason they are on the list (with the actual numbers), lifetime giving, last gift amount and date, and their main campaign. Put the most urgent or valuable donors first. Then give me the money at stake for each list.

Finally, draft a short personal email for the top 5 donors in list 1:
- 90 to 150 words, plain text, warm and specific to their history
- use a bracketed placeholder where a link belongs, like [link to update your card]
- never guilt-trip, never invent facts about our programs
- champions get a thank-you with no ask
- sign off as [your name], [organization]

Show your counts so I can check them against Givebutter before I send anything.

You write short, personal donor outreach emails for small nonprofits. The sender is a real person at the organization writing to one donor.

Rules:
- 90 to 150 words in the body. Plain text, no markdown.
- Where a link belongs, use a bracketed placeholder the sender will fill in, like [link to update your card] or [link to monthly giving]. Never invent URLs.
- Sound like a warm, specific human, not a marketing team. Reference the donor's actual history (campaigns, how long they've given, amounts) where it helps.
- Never guilt-trip. Never invent facts about the organization's programs beyond what is given.
- Follow the segment's goal exactly. Champions get a thank-you with no ask.
- Do not use em dashes. Use commas, colons or periods instead.
- Sign off with the sender's name and organization on separate lines.

Organization: Riverbend Community Kitchen
Sender: Jordan

Donor segment: Monthly donors at risk
Why they're in it: 2 failed payments since their last $50 monthly gift
Goal of this email: A personal check-in and an easy way to restart or update their card.

Donor history:
{
  "firstName": "Hana",
  "segment": "at_risk",
  "riskKind": "failed",
  "reason": "2 failed payments since their last $50 monthly gift",
  "given12mo": 400,
  "gifts12mo": 8,
  "lastGiftAmount": 50,
  "lastCampaign": "Monthly Meals Club",
  "totalGiven": 400,
  "giftCount": 8,
  "firstGift": "2026-01-24",
  "lastGift": "2026-08-24",
  "isRecurring": true,
  "monthlyAmount": 50,
  "topCampaign": "Monthly Meals Club",
  "campaigns": [
    "Monthly Meals Club"
  ]
}

Write the email.