Charities playbook · 15 free jobs

AI for charities: 15 jobs to hand to AI this week

Small charities do a lot with very little admin time. These jobs use AI for the writing, while your evidence, your beneficiaries' dignity and your trustees' oversight stay central.

Job 1 of 15ChatGPTGeminiClaude

Draft a grant application from your own evidence

Funders ask similar questions in different word counts. AI helps you fit your real evidence to each form without starting from scratch.

Time: 1 hourCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Gather your evidence: need, activities, outcomes, budget and real numbers.
  2. Paste one funder question at a time with its word limit.
  3. Check every figure and that you answer the funder's actual criteria.

The exact prompt

Copy, paste, then fill in the [brackets]
Help me answer this grant question for [charity name], a charity that [what you do] in [area].
Funder question: "[paste]". Word limit: [number].
Our evidence: [need, numbers, outcomes, quotes with permission].
Clear, specific [British] English. Use only my numbers. Don't invent outcomes, statistics or partners. Flag gaps with [NEED EVIDENCE].

✓ Check before you send

  • Every number is from your records.
  • You answer what the funder asked.
  • Word count is within the limit.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 2 of 15ChatGPTGeminiClaude

Write warm donor thank-you messages

A quick, personal thank-you is the best predictor of a second gift.

Time: 15 minutes onceCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Note what different gift sizes actually pay for.
  2. Run the prompt for one-off, regular and in-memory gifts.
  3. Save as templates and personalise each one.

The exact prompt

Copy, paste, then fill in the [brackets]
Write three short thank-you messages from [charity name]: (1) one-off gift, (2) new regular donor, (3) gift in memory of someone.
What gifts make possible: [real examples].
Warm, sincere [British] English, under 100 words each. Placeholders for [name], [amount]. No guilt, no pressure to give more.

✓ Check before you send

  • Impact examples are true.
  • In-memory messages are especially gentle.
  • Gift Aid wording is correct if you mention it.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 3 of 15ChatGPTGeminiClaude

Write a volunteer role description people want to apply for

Clear roles attract the right volunteers and help them stay.

Time: 20 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. List what the volunteer will actually do, when, and what support they'll get.
  2. Run the prompt.
  3. Add any checks the role needs.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a volunteer role description for [role] at [charity name].
Tasks: [list]. Time: [hours, days]. Support and training: [details]. Expenses: [policy]. Checks needed: [e.g. DBS].
Friendly, plain [British] English, under 300 words. Include "what you'll get from it" honestly. Don't make it sound like a job contract.

✓ Check before you send

  • Time commitment is realistic.
  • Required checks are stated.
  • Expenses policy is right.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 4 of 15Microsoft CopilotChatGPTGemini

Summarise long papers for trustees

Trustees are volunteers too. A one-page summary on top of a long report helps them make better decisions.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Remove any personal details about beneficiaries, staff or donors.
  2. Paste the paper and run the prompt.
  3. Check the summary against the original; attach both.

The exact prompt

Copy, paste, then fill in the [brackets]
Summarise this paper for charity trustees on one page.
Paper: [paste, personal details removed].
Structure: what this is about, key facts and figures, options, risks, decision needed. Neutral [British] English. Only use facts from the paper. Mark anything uncertain with [CHECK].

✓ Check before you send

  • Figures match the full paper.
  • The decision needed is clear.
  • No personal data went into the tool.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 5 of 15ChatGPTGeminiClaude

Write an impact story with dignity

Stories move supporters, but only with consent and without making people look helpless.

Time: 30 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Get informed consent from the person, including how they'll be named.
  2. Write your notes using their own words where possible.
  3. Run the prompt and show them the draft.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a 250-word impact story for [charity name] newsletter.
Notes (shared with consent): [paste]. Their own words: "[quotes]". Name to use: [first name / changed name].
Respectful, strengths-based [British] English. They are the hero, not the charity. No pity language, no exaggeration, no invented quotes.

✓ Check before you send

  • The person approved the final version.
  • Details can't identify them if they asked for anonymity.
  • Quotes are their real words.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 6 of 15ChatGPTClaude

Build a core text bank to reuse across funding bids

Every application asks the same things in different words. A checked bank of core text (need, activities, outcomes, budget notes) saves hours each time.

Time: About 2 hours once, then updated quarterlyCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Gather your best recent applications and reports.
  2. Run the prompt below to pull out reusable sections.
  3. Check every fact and figure with your team.
  4. Store it in a shared document and update it every quarter.

The exact prompt

Copy, paste, then fill in the [brackets]
From the applications below, build a core text bank for a [UK] charity.
Sections: who we are (50 and 150 words), the need (with sources I've cited), what we do, outcomes and how we measure them, budget notes, governance, safeguarding summary.
Use ONLY what's in my text; mark any figure [CHECK DATE]. Don't invent statistics.
[paste]

✓ Check before you send

  • Every figure has a source and date.
  • Text is approved by your lead.
  • It's updated regularly.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 7 of 15ChatGPTClaudeGoogle Sheets

Turn one set of monitoring data into each funder's report

Each funder wants a different format. Keeping one monitoring summary and reshaping it for each saves days.

Time: About 30 minutes per reportCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Keep monitoring data in one sheet with no personal data about beneficiaries.
  2. Paste the summary figures and the funder's report questions into the prompt below.
  3. Check every number against the source.
  4. Add real, consented quotes yourself.

The exact prompt

Copy, paste, then fill in the [brackets]
Draft a report for [funder] answering their questions: [paste].
Use ONLY this anonymised monitoring summary: [paste figures]. Where data is missing, write [DATA NEEDED]. Don't invent outcomes or quotes.
Plain English, within [word limit].

✓ Check before you send

  • Every number matches your records.
  • No identifiable beneficiary data.
  • Quotes are real and consented.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 8 of 15ChatGPTClaude

Write a trustee role description and advert

Finding trustees is a constant struggle for small charities. A clear role description and an inviting advert widen the pool.

Time: About 30 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Note the skills you need, time commitment and what trustees do.
  2. Run the prompt below.
  3. Check it against your governing document.
  4. Post it where diverse candidates will see it.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a trustee role description (under 300 words) and advert (under 150 words) for a [UK] charity.
Our cause: [summary]. Skills wanted: [list]. Time: [meetings per year, hours]. Expenses: [policy]. Unpaid role.
Inclusive, plain English. Don't state legal duties beyond: trustees are responsible for governing the charity (link to official guidance).

✓ Check before you send

  • Matches your governing document.
  • Inclusive wording.
  • Legal duties point to official guidance.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 9 of 15ChatGPTClaude

Answer short first-stage applications without overwriting

Many funders now use short first-stage forms. Cutting your core text to fit tight limits is fiddly; AI can do the first cut.

Time: About 20 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Paste the question and the word limit.
  2. Paste the relevant core text.
  3. Run the prompt below.
  4. Edit so it answers the exact question.

The exact prompt

Copy, paste, then fill in the [brackets]
Cut my text to answer this funder question in under [n] words: [question].
Keep the most relevant facts; don't add new claims.
Text: [paste]

✓ Check before you send

  • It answers the actual question.
  • No new claims.
  • Within the limit.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 10 of 15ChatGPTClaude

Make the case for unrestricted or multi-year funding

Core costs keep charities running, but funders prefer projects. A clear case explains why flexible funding matters.

Time: About 30 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. List core costs and what happens if they aren't covered.
  2. Run the prompt below.
  3. Check figures with your treasurer.
  4. Use it in conversations and applications.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a short case (under 300 words) for unrestricted, multi-year funding for a [UK] charity.
Core costs: [list with £]. What they make possible: [list]. Risks without them: [list].
Plain, honest. Use ONLY my figures.

✓ Check before you send

  • Figures checked by the treasurer.
  • Honest about risks.
  • Tailored to each funder.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 11 of 15Google SheetsChatGPT

Make a simple compliance calendar for a small charity

Small charities juggle annual returns, accounts, insurance renewals and policy reviews. One calendar keeps deadlines from slipping.

Time: About 30 minutes onceCost: free tools work

A free AI chat tool, then Google Sheets or a shared calendar

Steps

  1. List your recurring duties and their dates from official sources and your own records.
  2. Run the prompt below.
  3. Check every deadline against the Charity Commission or your regulator.
  4. Share it with trustees.

The exact prompt

Copy, paste, then fill in the [brackets]
Lay out a compliance calendar sheet for a small [UK] charity: task, owner, due date, reminder date, status, source.
Tasks from my list: [paste]. Don't add legal deadlines yourself; leave [CHECK OFFICIAL SOURCE] where a date is needed.

✓ Check before you send

  • Deadlines checked with official sources.
  • Each task has an owner.
  • Reviewed at trustee meetings.

UK notes extra

  • Annual return and accounts in England and Wales: Charity Commission. Charities in Scotland report to OSCR, and in Northern Ireland to the Charity Commission for Northern Ireland.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 12 of 15ChatGPTClaude

Draft the narrative sections of your trustees' annual report

The narrative part of the annual report is often written at the last minute. AI can turn the year's notes into a first draft.

Time: About an hourCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Gather the year's activity notes, outcomes and plans.
  2. Run the prompt below.
  3. Check against the Charity Commission's requirements and your accounts.
  4. Trustees approve the final text.

The exact prompt

Copy, paste, then fill in the [brackets]
Draft the narrative sections of a [UK] charity's trustees' annual report from my notes: objectives and activities, achievements and performance, plans for the future.
Use ONLY my notes; mark gaps [CHECK]. Don't write the financial review or any legal statements.
[paste]

✓ Check before you send

  • Checked against official requirements.
  • Figures match the accounts.
  • Approved by trustees.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 13 of 15ChatGPTClaude

Write a fundraising appeal that follows the Code

Appeals need to be compelling but honest and respectful. AI can draft from your real story; the Code sets the rules.

Time: About 30 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Choose a real, consented story and a clear ask.
  2. Run the prompt below.
  3. Check it against the Code of Fundraising Practice.
  4. Only send to people who can be contacted.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a fundraising appeal letter (under 350 words) for a [UK] charity.
Story (consented, details changed as agreed): [paste]. Ask: [£ options and what they fund]. Gift Aid line if eligible.
Honest, no guilt-tripping, no exaggeration. Use ONLY my facts.

✓ Check before you send

  • Story has consent.
  • Claims are accurate.
  • Follows the Code.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 14 of 15ChatGPTClaude

Thank volunteers in a way that keeps them coming back

Volunteers who feel noticed stay longer. Specific thank-yous and a quick check-in make a difference.

Time: 10 minutes a monthCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Note what each volunteer did recently.
  2. Run the prompt below.
  3. Personalise and send.
  4. Ask what they'd like to do next.

The exact prompt

Copy, paste, then fill in the [brackets]
Write three short volunteer messages for a [UK] charity: a specific thank-you (under 60 words), a 6-month check-in (under 80 words) asking how it's going, and an invitation to a new role [role]. Warm and genuine.

✓ Check before you send

  • Each message is specific.
  • Only send to volunteers who agreed to messages.
  • Act on feedback.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 15 of 15ChatGPTClaude

Ask a funder for feedback after a rejection

Rejections sting, but feedback improves the next bid. A short, gracious request often gets a useful reply.

Time: 10 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Wait a day.
  2. Run the prompt below.
  3. Send it to the named contact.
  4. Log any feedback in your text bank notes.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a gracious email (under 120 words) from a [UK] charity to [funder] after an unsuccessful application for [project]: thank them, ask if they can share any feedback, and whether to reapply. No complaint.

✓ Check before you send

  • Polite and short.
  • Feedback logged.
  • Reapply only if invited.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

Questions charities ask

Can AI write our grant applications?

It can shape your evidence to each funder's questions and word limits. The numbers, outcomes and stories must be your own, and trustees stay responsible for what you submit.

Is it safe to put beneficiary information in?

Usually not. Beneficiary information is often sensitive. Remove personal details, or use only a tool your charity has approved.

Which AI tool is free?

The free plans of ChatGPT, Gemini, Copilot and Claude are enough for most small charities. Some providers offer nonprofit discounts, so check their current offers.

Will supporters mind?

Supporters care about honesty and dignity. Use real stories with consent and never invent quotes or impact.

Privacy tip: don't paste customers' full names, addresses or other personal details into AI tools unless you need to and you've checked the tool's privacy settings.