Free AI Staff Communication Template for Nonprofits
Many nonprofit leaders recognize that artificial intelligence (AI) tools are already being used by staff, whether for drafting communications, brainstorming ideas, summarizing meetings, or conducting research. Yet many organizations are not ready to adopt a comprehensive AI policy.
This sample communication is designed to help bridge that gap.
Rather than waiting months to develop a formal policy, organizations can use a short communication from leadership to establish interim expectations, reinforce existing confidentiality and privacy standards, and encourage thoughtful exploration of AI tools.
The template below is intended as a starting point. Every organization should adapt the language to reflect its mission, culture, legal obligations, and existing policies.
Feel free to customize, modify, and share this resource within your organization.
The following rough draft of an email communication from senior leadership can provide valuable reminders to staff between now and the time a more robust policy is adopted.
As you know, artificial intelligence (AI) tools are becoming increasingly common across nonprofit work, including communications, research, administrative tasks, brainstorming, and career development support. Like many organizations, we are beginning to think more intentionally about how these tools may or may not fit within our work and mission. Over the coming months, we will be exploring organizational guidance, policies, and best practices related to AI use. In the meantime, we wanted to share a few important reminders and interim expectations.
● We encourage thoughtful and responsible exploration of AI tools where they may help improve effi ciency, effectiveness, learning, or creativity in your work.
● Do not enter personally identifi able information (PII) or confidential information related to members, donors, staff, volunteers, or partners into public AI tools. If you are unsure whether information is appropriate to share, please ask your supervisor before proceeding.
● All existing organizational expectations and policies regarding confidentiality, data privacy, professionalism, and information security continue to apply when using AI tools. As a reminder, our data privacy policy can be found here.
● Staff remain responsible for the quality, accuracy, tone, and appropriateness of any AI-assisted work product. AI outputs should always be reviewed carefully and thoughtfully as AI can generate inaccurate or misleading information.
● We encourage transparency and collaborative learning regarding AI use. Sharing how these tools are being used can help the organization learn together and better understand both opportunities and risks. Using AI as a support tool is not considered “cheating.”
● At the same time, we recognize that some clients, partners, funders, or community members may have concerns about AI use. Staff should use judgment and consult supervisors when considering whether AI use may be inappropriate or whether additional transparency would be helpful.
This guidance is intended as an initial starting point while broader organizational conversations continue. Additional guidance and opportunities for discussion will follow over time. Thank you all for your thoughtfulness and care as we navigate this evolving landscape together.
Looking for More Support?
Bon Partners helps nonprofits navigate AI, change, and growth through strategic planning, facilitation, AI guidance, and leadership support.
If your organization is exploring AI policies, staff guidance, training, or governance, we'd be happy to connect.