Communication Templates for Nonprofit Leaders to Use in Times of Uncertainty or Crisis
Framing and Guidance
In times of uncertainty—such as the current federal government shutdown—nonprofit leaders are called to be steady, clear, and compassionate communicators. The shutdown has created fear and concern across communities, and nonprofit organizations are feeling the pressure both internally and externally. Staff, board members, and mission beneficiaries are looking to leadership for clarity and reassurance.
As illustrated during the COVID-19 pandemic, people want to hear from leadership even when answers are incomplete. They want to know that someone is paying attention, planning ahead, and doing everything possible to protect the organization and its mission.
This resource provides practical communication templates for nonprofit leaders to use with their key stakeholders. These templates are designed to be politically neutral, emotionally intelligent, and grounded in integrity.
How to Use These Templates
Each template is designed to be adapted to your organization’s voice and specific circumstances. You may copy and paste the text into emails, newsletters, or website updates. Feel free to personalize the tone, add relevant details, and include links to resources or calls to action.
We recommend reviewing each message with your leadership team before sending, and updating stakeholders regularly as the situation evolves.
Tips for Customizing Your Communications
Each organization will experience the government shutdown differently. Some may face immediate impacts such as paused federal grants or disrupted services, while others may not be directly affected. Your communications should reflect your specific situation.
When using the templates, consider inserting known impacts where appropriate. For example, if a grant has been paused, you might include a sentence such as: 'At this time, our [Program Name] is temporarily paused due to funding delays.'
If your organization is not currently affected, it's still helpful to acknowledge the broader uncertainty and affirm your commitment to staying informed and prepared.
Use language that is both professional and empathetic. Instead of phrases like 'I want to assure you,' consider alternatives such as 'Please know that' or 'We want to share that.' These convey sincerity and care while maintaining a professional tone.
Review each message with your leadership team to ensure it aligns with your organizational voice and values. Regular updates, even brief ones, help build trust and demonstrate proactive leadership.
Finally, remember that transparency and integrity are key. It's okay to say “We don't yet know the full impact, but we are monitoring closely and will keep you informed.”
Establish a Regular Cadence
Consider establishing a regular communication cadence—such as Friday Focus or The Executive Brief—to share updates with stakeholders. A weekly Friday update can provide the latest information on the crisis, outline steps you are taking to address it, and demonstrate that you are actively engaged rather than ignoring the situation. You might also use this communication as an opportunity to include a call to action or advocacy message, keeping stakeholders informed and involved.
Template 1: Message to Board Members
Subject: Organizational Update – Government Shutdown
Dear [Board Member Name],
As you are likely aware, the federal government shutdown is creating uncertainty across many sectors—including the nonprofit community. While we are still assessing the potential impacts on our organization, I want to assure you that we are actively monitoring developments and planning accordingly.
Our leadership team is focused on maintaining continuity of services and supporting our staff and mission beneficiaries through this period. We are also reviewing our contingency plans to ensure we are prepared for various scenarios.
We will continue to keep you informed as we learn more. Thank you for your ongoing support and commitment to our mission.
Warm regards,
[Your Name]
[Your Title]
Template 2: Message to Staff
Subject: Supporting Each Other Through Uncertainty
Dear Team,
I want to take a moment to acknowledge the uncertainty many of us are feeling in light of the federal government shutdown. While we do not yet know the full extent of its impact on our organization, please know that your leadership team is actively monitoring the situation and planning ahead.
We are committed to transparency and will share updates as we have them. In the meantime, I encourage you to reach out with any questions or concerns. We are here to support one another.
Thank you for your dedication and resilience. Together, we will navigate this challenge with integrity and care.
In solidarity,
[Your Name]
[Your Title]
Template 3: Message to Community Stakeholders
Subject: Our Commitment During the Government Shutdown
Dear [Community Member/Supporter],
We know that the federal government shutdown is creating concern and uncertainty for many. At [Organization Name], we remain committed to our mission and to the communities we serve.
While we are still evaluating how this situation may affect our programs and services, we want you to know that we are doing everything we can to stay informed, plan ahead, and support those who rely on us.
We will continue to share updates and resources as they become available. Thank you for standing with us during this time.
With appreciation,
[Your Name]
[Your Title]
Together, we are stronger.
If you need support in navigating uncertainty or balancing your mission and business strategies, we’re here to help.
Mission + Strategy is an invested thought partner to your nonprofit organization. Through our Strategic Advising, Mergers & Partnerships, and Shared Back Office service solutions, we help nonprofits achieve alignment between their mission and business strategies.
