Revision history for BulkMailAssembly
Additions:
- Determine if you will use a designer for the mailing (sometimes provided by the mail house). Secure a [[OtherContacts designer if needed]]
Deletions:
Additions:
- Determine if you will use a designer for the mailing (sometimes provided by the mail house). Secure a [[OtherContacts designer if necessary]]
Deletions:
Additions:
If working with a list broker, they will supply the data file, but it may need clean up prior to a mail merge
Deletions:
Additions:
See the [[http://wiki.votesmart.org/ExportingContactRecords Exporting Mail Files]] wiki for more info on pulling the file of our members. Remember: The Vote Smart mailing list is never to be given out to anyone. We do not sell, give, or exchange our list with anyone or any organization. We also do not give out individual names or contact information to any of our members.
Deletions:
No Differences
Additions:
=====**Bulk Mailings**=====
Deletions:
Additions:
=====Bulk Mailings=====
Deletions:
No Differences
Additions:
Because Vote Smart operates on a shoestring budget, most mailings that go out from the office are sent via USPS, using the **nonprofit bulk mail** procedures. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, you should combine this mailing with another (if possible) or send "dummy mail" addressed back to Vote Smart. We include "nonprofit precanceled stamps" that we purchase for 5 cents a stamp, on the mail package to give the illusion of being a more personal piece of mail.
In some cases, it may be desirable to use **first-class postage** even if you have close to or above 200 pieces to mail.
See the [[http://wiki.votesmart.org/ExportingContactRecords Exporting Mail Files]] wiki for more info on pulling the file of our members.
When the invoice comes in, make sure to add the total cost of the mailing into the solicitation code in DonorPerfect. Also, look over the invoice to make sure that all of the charges match up with what you were quoted, and that the correct amount of people were mailed. It is important that we do NOT overpay for mailings, and any mistakes are quickly noticed.
- Print letters and envelopes, if necessary.
- Print any additional components of mail package that have not already been done (including enclosures). This may include, but is not limited to: brochures, VSDMs, reply cards.
At this point, you should gather your volunteers and interns for assembly. Whenever possible, it is highly recommended to have at least one staff member per group, preferably checking labels against letters and checking that the correct enclosures are included. If you cannot spare a staff member, try to use interns who have worked on previous mailings. This will not prevent all such errors so regardless, experienced staff should check on the process frequently. Don't assume mailings are mindless and that anyone can do them. There are lots of things that can go wrong with them if they are not adequately supervised. The most common problem arising during mailings is errors will be made such as placing the wrong letters in envelopes, forgetting to include a key enclosure, and either not stamping or not labeling postcards.
Keep in mind that different people go at different speeds, so you will need to be flexible. It is typically a good idea to use the assembly line so there can be checks performed in the process. You should have a staff member or very reliable intern check the name and address on the envelope/address label against those on the letter/red card and to make sure the appropriate enclosures are included. Errors with Development mailings will send both personal and sensitive information to the wrong person and will inevitably cost us money in lost donations from angry members.
In some cases, it may be desirable to use **first-class postage** even if you have close to or above 200 pieces to mail.
See the [[http://wiki.votesmart.org/ExportingContactRecords Exporting Mail Files]] wiki for more info on pulling the file of our members.
When the invoice comes in, make sure to add the total cost of the mailing into the solicitation code in DonorPerfect. Also, look over the invoice to make sure that all of the charges match up with what you were quoted, and that the correct amount of people were mailed. It is important that we do NOT overpay for mailings, and any mistakes are quickly noticed.
- Print letters and envelopes, if necessary.
- Print any additional components of mail package that have not already been done (including enclosures). This may include, but is not limited to: brochures, VSDMs, reply cards.
At this point, you should gather your volunteers and interns for assembly. Whenever possible, it is highly recommended to have at least one staff member per group, preferably checking labels against letters and checking that the correct enclosures are included. If you cannot spare a staff member, try to use interns who have worked on previous mailings. This will not prevent all such errors so regardless, experienced staff should check on the process frequently. Don't assume mailings are mindless and that anyone can do them. There are lots of things that can go wrong with them if they are not adequately supervised. The most common problem arising during mailings is errors will be made such as placing the wrong letters in envelopes, forgetting to include a key enclosure, and either not stamping or not labeling postcards.
Keep in mind that different people go at different speeds, so you will need to be flexible. It is typically a good idea to use the assembly line so there can be checks performed in the process. You should have a staff member or very reliable intern check the name and address on the envelope/address label against those on the letter/red card and to make sure the appropriate enclosures are included. Errors with Development mailings will send both personal and sensitive information to the wrong person and will inevitably cost us money in lost donations from angry members.
Deletions:
In some cases, it may be desirable to use first-class postage even if you have close to or above 200 pieces to mail.
See the [[http://wiki.votesmart.org/ExportingContactRecords Exporting Mail Files]] wiki for more info
When the invoice comes in, look over it to make sure that all of the charges match up with what you were quoted. It is important that we do NOT overpay for mailings.
- Print any additional components of mail package that have not already been done (including enclosures). For PCT may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters. For Development this may include, but is not limited to: brochures, VSDMs, reply cards. Note that the copier may perform collating and stapling functions when printing. Do one final check of all your materials.
- Use the folding machine to pre-fold letters, if desired
At this point, you should gather your volunteers and interns (or staff, if no interns or volunteers are available) for assembly. Whenever possible, it is highly recommended to have at least one staff member per group, preferably checking labels against letters and checking that the correct enclosures are included. If you cannot spare a staff member, try to use interns who have worked on previous mailings. This will not prevent all such errors so regardless, experienced staff should check on the process frequently. Don't assume mailings are mindless and that anyone can do them. There are lots of things that can go wrong with them if they are not adequately supervised. The most common problem arising during mailings is errors will be made such as placing the wrong letters in envelopes, forgetting to include a key enclosure, placing the wrong PCT tests with a letter (in the case of PCT), and either not stamping or not labeling postcards.
Keep in mind that different people go at different speeds, so you will need to be flexible. It is typically a good idea to use the assembly line so there can be checks performed in the process. You should have a staff member or very reliable intern check the name and address on the envelope/address label against those on the letter/red card and to make sure the appropriate enclosures are included. Errors with PCT mailings will send IDs and passwords to the wrong candidates, possibly to their opponents; errors with Development mailings will send both personal and sensitive information to the wrong person and will inevitably cost us money in lost donations from angry members.
Additions:
**D. Solicitation Codes**
Every membership mailing that is sent out must have a solicitation code so that it can be easily determined from where the funds came. Work with the mailer to create a code. Note that you will want a separate code for each group of people you want to track. Ex. CRN3-17: Members who have renewed. NRN3-17: Members who have not renewed.
Because Vote Smart operates on a shoestring budget, most mailings that go out from the office are sent via USPS, using the nonprofit bulk mail procedures. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, you should combine this mailing with another (if possible) or send "dummy mail" addressed back to Vote Smart. We include "nonprofit precanceled stamps" that we purchase for 5 cents a stamp, on the mail package to give the illusion of being a more personal piece of mail.
In some cases, it may be desirable to use first-class postage even if you have close to or above 200 pieces to mail.
The advantages of first-class mail:
1) It usually gets to the recipient faster
2) It looks less like a mass-mailing, and more personal.
3) We will get notifications back if the mail does not get delivered.
When sending mail to priority contacts or if there are time concerns, this may be preferable despite the increased up-front costs. Also, if sending postcards, the cost difference may not be worth using the bulk mail rate.
Every membership mailing that is sent out must have a solicitation code so that it can be easily determined from where the funds came. Work with the mailer to create a code. Note that you will want a separate code for each group of people you want to track. Ex. CRN3-17: Members who have renewed. NRN3-17: Members who have not renewed.
Because Vote Smart operates on a shoestring budget, most mailings that go out from the office are sent via USPS, using the nonprofit bulk mail procedures. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, you should combine this mailing with another (if possible) or send "dummy mail" addressed back to Vote Smart. We include "nonprofit precanceled stamps" that we purchase for 5 cents a stamp, on the mail package to give the illusion of being a more personal piece of mail.
In some cases, it may be desirable to use first-class postage even if you have close to or above 200 pieces to mail.
The advantages of first-class mail:
1) It usually gets to the recipient faster
2) It looks less like a mass-mailing, and more personal.
3) We will get notifications back if the mail does not get delivered.
When sending mail to priority contacts or if there are time concerns, this may be preferable despite the increased up-front costs. Also, if sending postcards, the cost difference may not be worth using the bulk mail rate.
Deletions:
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. Work with the mailer to create a code. Note that you will want a seperate code for each group of people you want to track. Ex. L-16 for those who have renewed, RN-6 for those who have not already renewed.
Because Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via USPS, using the nonprofit bulk mail procedures. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Vote Smart. We include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
In some cases, it may be desirable to use first-class postage even if you have close to or above 200 pieces to mail. The advantage of first-class mail is that it usually gets to the recipient faster, looks less like a mass-mailing, and we will get notifications back if the mail does not get delivered. When sending mail to priority contacts or if there are time concerns, this may be preferable despite the increased up-front costs. Also, if sending postcards, the cost difference may not be worth using the bulk mail rate.
Additions:
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. Work with the mailer to create a code. Note that you will want a seperate code for each group of people you want to track. Ex. L-16 for those who have renewed, RN-6 for those who have not already renewed.
3) Look at previously created solicitation codes and mimic their format for the code you are about to create. This format should be followed for consistency.
4) Here is an example of the correct format and the pieces of info you MUST have:
- **Printing Costs**: $6,365.00 (You will know this number when you get the invoice from John. Make sure to add any postage we previously paid to the amount due on the invoice)
* It is important to input these pieces of information because they will be pulled when you create the standard weekly report. Do not worry about any of the other fields.
5) To create the new code, select the "Add" box.
6) When you save the new code, make sure that when you go to do data entry nothing appears strange looking.
3) Look at previously created solicitation codes and mimic their format for the code you are about to create. This format should be followed for consistency.
4) Here is an example of the correct format and the pieces of info you MUST have:
- **Printing Costs**: $6,365.00 (You will know this number when you get the invoice from John. Make sure to add any postage we previously paid to the amount due on the invoice)
* It is important to input these pieces of information because they will be pulled when you create the standard weekly report. Do not worry about any of the other fields.
5) To create the new code, select the "Add" box.
6) When you save the new code, make sure that when you go to do data entry nothing appears strange looking.
Deletions:
3) Look at previously created solicitation codes and mimic their format for the code you are about to create.
4) Here is an example of the correct format:
- **Printing Costs**: $6,365.00 (You will know this number when you get the invoice from John. Make sure to add an postage we previously paid to the amount due on the invoice)
Additions:
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency- look at previous codes.
**How to Create a New Solicitation Code in DonorPerfect:**
1) In the top right hand gear box, select "Code Maintenance" from the dropdown menu.
2) Select "Show only" and change it to "solicitation." Check the box that says "hide inactive codes. This will show you all of your active solicitation codes.
3) Look at previously created solicitation codes and mimic their format for the code you are about to create.
4) Here is an example of the correct format:
- **Code**: 17-1
- **Description**: RN-1-17 Program #1 Renewal 2017
- **Date**: 11/30/2016 (The Drop date of the mailing)
- **Total Mailed**: 14265 (This is how many people are in the file you sent to the printer)
- **Printing Costs**: $6,365.00 (You will know this number when you get the invoice from John. Make sure to add an postage we previously paid to the amount due on the invoice)
**How to Create a New Solicitation Code in DonorPerfect:**
1) In the top right hand gear box, select "Code Maintenance" from the dropdown menu.
2) Select "Show only" and change it to "solicitation." Check the box that says "hide inactive codes. This will show you all of your active solicitation codes.
3) Look at previously created solicitation codes and mimic their format for the code you are about to create.
4) Here is an example of the correct format:
- **Code**: 17-1
- **Description**: RN-1-17 Program #1 Renewal 2017
- **Date**: 11/30/2016 (The Drop date of the mailing)
- **Total Mailed**: 14265 (This is how many people are in the file you sent to the printer)
- **Printing Costs**: $6,365.00 (You will know this number when you get the invoice from John. Make sure to add an postage we previously paid to the amount due on the invoice)
Deletions:
Deletions:
Additions:
**A. Letters/Brochures**
**B. "Remit Slip" or other response device**
**C. Envelopes**
**D. Mail Codes**
**E. Other enclosures**
**B. "Remit Slip" or other response device**
**C. Envelopes**
**D. Mail Codes**
**E. Other enclosures**
Deletions:
**B. "Remit Slip" or other response device**
**C. Envelopes**
**D. Mail Codes**
**E. Other enclosures**
Additions:
**A. Letters/Brochures**
The main fundraising letter has been in a variety of formats; a standard 8" x 11" letter, a 5" x 8" loose-leaf letter with pictures and/or graphics, or a tri-fold brochure style with a tear-off reply form. The text of a fundraising letter is dependent on its purpose. If it is a new solicitation some standard language is used. If it is an appeal to members for additional funds, language about Vote Smart's mission, or the upcoming projects we need help funding may be discussed. Renewal letters might talk about some of the past year's accomplishments. Again, consult the Membership "Bibles" of past mailings for content and language.
**B. "Remit Slip" or other response device**
With every mailing that goes out, there should be included a reply form of some sort ("Buck Slip" is the industry term) to both help identify the source of income and the person's donating information. The form should contain fields for the member to fill out (Contact Information requested includes Name, Address, City, State, Zip, Phone, E-mail; You also need boxes to check for the amount of the donation as well as type of payment - Check or Credit Card with a line for the credit card # and expiration date), mail code, as well as options for available PVS materials, information, services needed, etc. The specific design will depend on the nature for which the funds are being asked. It is also recommended that the following two sentences or some version of them is on the return card somewhere, provided that there is sufficient room: 1) All contributions are 100% tax deductible. and 2) The Project never sells or shares member information. Consult previous mailings from the Membership Bibles for examples.
*Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** shred or black out the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
**C. Envelopes**
All membership mailings consist of two envelopes; a carrier envelope, the size of which is obviously determined by the size of the letter/brochure (usually a #10 or a 6 x 9/C5) and a courtesy reply envelope that is 6" size or a #9 that is one size down from a #10 and will fit inside both a #10 and a C5.
Our logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side).
**D. Mail Codes**
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency. Consult the membership reports and sample folders of past mailings.
**E. Other enclosures**
There are times when additional materials are included in a mailing, such as a speaking tour schedule or a press release. These will become part of the total mailing package and will increase the total cost.
The main fundraising letter has been in a variety of formats; a standard 8" x 11" letter, a 5" x 8" loose-leaf letter with pictures and/or graphics, or a tri-fold brochure style with a tear-off reply form. The text of a fundraising letter is dependent on its purpose. If it is a new solicitation some standard language is used. If it is an appeal to members for additional funds, language about Vote Smart's mission, or the upcoming projects we need help funding may be discussed. Renewal letters might talk about some of the past year's accomplishments. Again, consult the Membership "Bibles" of past mailings for content and language.
**B. "Remit Slip" or other response device**
With every mailing that goes out, there should be included a reply form of some sort ("Buck Slip" is the industry term) to both help identify the source of income and the person's donating information. The form should contain fields for the member to fill out (Contact Information requested includes Name, Address, City, State, Zip, Phone, E-mail; You also need boxes to check for the amount of the donation as well as type of payment - Check or Credit Card with a line for the credit card # and expiration date), mail code, as well as options for available PVS materials, information, services needed, etc. The specific design will depend on the nature for which the funds are being asked. It is also recommended that the following two sentences or some version of them is on the return card somewhere, provided that there is sufficient room: 1) All contributions are 100% tax deductible. and 2) The Project never sells or shares member information. Consult previous mailings from the Membership Bibles for examples.
*Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** shred or black out the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
**C. Envelopes**
All membership mailings consist of two envelopes; a carrier envelope, the size of which is obviously determined by the size of the letter/brochure (usually a #10 or a 6 x 9/C5) and a courtesy reply envelope that is 6" size or a #9 that is one size down from a #10 and will fit inside both a #10 and a C5.
Our logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side).
**D. Mail Codes**
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency. Consult the membership reports and sample folders of past mailings.
**E. Other enclosures**
There are times when additional materials are included in a mailing, such as a speaking tour schedule or a press release. These will become part of the total mailing package and will increase the total cost.
Deletions:
The main fundraising letter has been in a variety of formats; a standard 8" x 11" letter, a 5" x 8" loose-leaf letter with pictures and/or graphics, or a tri-fold brochure style with a tear-off reply form. The text of a fundraising letter is dependent on its purpose. If it is a new solicitation some standard language is used. If it is an appeal to members for additional funds, language about Vote Smart's mission, or the upcoming projects we need help funding may be discussed. Renewal letters might talk about some of the past year's accomplishments. Again, consult the Membership "Bibles" of past mailings for content and language.
**B. "Remit Slip" or other response device**
With every mailing that goes out, there should be included a reply form of some sort ("Buck Slip" is the industry term) to both help identify the source of income and the person's donating information. The form should contain fields for the member to fill out (Contact Information requested includes Name, Address, City, State, Zip, Phone, E-mail; You also need boxes to check for the amount of the donation as well as type of payment - Check or Credit Card with a line for the credit card # and expiration date), mail code, as well as options for available PVS materials, information, services needed, etc. The specific design will depend on the nature for which the funds are being asked. It is also recommended that the following two sentences or some version of them is on the return card somewhere, provided that there is sufficient room: 1) All contributions are 100% tax deductible. and 2) The Project never sells or shares member information. Consult previous mailings from the Membership Bibles for examples.
*Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** shred or black out the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
**C. Envelopes**
All membership mailings consist of two envelopes; a carrier envelope, the size of which is obviously determined by the size of the letter/brochure (usually a #10 or a 6 x 9/C5) and a courtesy reply envelope that is 6" size or a #9 that is one size down from a #10 and will fit inside both a #10 and a C5.
Our logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side).
**D. Mail Codes**
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency. Consult the membership reports and sample folders of past mailings.
**E. Other enclosures**
There are times when additional materials are included in a mailing, such as a speaking tour schedule or a press release. These will become part of the total mailing package and will increase the total cost.
Additions:
Secure a printing house, list broker (for prospecting mailings), and a designer, if necessary. Mutually agree on a price and schedule for the mailings.
Deletions:
Additions:
====**Out-of-House Mailings**====
Deletions:
Additions:
===Planning===
===Standard Components of Fundraising Appeals===
===Decide on Postage===
===Prepare Data Files===
===Standard Components of Fundraising Appeals===
===Decide on Postage===
===Prepare Data Files===
Deletions:
====Standard Components of Fundraising Appeals====
====Decide on Postage====
=====Prepare Data Files=====
Additions:
======Bulk Mailings======
Deletions:
Additions:
When doing a bulk mailing, you must be organized or else things will get very confusing very quickly.
When the invoice comes in, look over it to make sure that all of the charges match up with what you were quoted. It is important that we do NOT overpay for mailings.
====**In-House Mailings**====
When the invoice comes in, look over it to make sure that all of the charges match up with what you were quoted. It is important that we do NOT overpay for mailings.
====**In-House Mailings**====
Deletions:
====In-House Mailings====
(May Include Letters/Red Cards, Labels, and/or Envelopes)
Additions:
===Nonprofit Bulk Rate Mailings===
===First class mail===
===First class mail===
Deletions:
==First class mail==
Additions:
Keep in mind that different people go at different speeds, so you will need to be flexible. It is typically a good idea to use the assembly line so there can be checks performed in the process. You should have a staff member or very reliable intern check the name and address on the envelope/address label against those on the letter/red card and to make sure the appropriate enclosures are included. Errors with PCT mailings will send IDs and passwords to the wrong candidates, possibly to their opponents; errors with Development mailings will send both personal and sensitive information to the wrong person and will inevitably cost us money in lost donations from angry members.
From time to time the US Postal Service changes their procedures for bulk mailing. It is recommended that the USPS web site be consulted routinely to ensure Vote Smart is doing things correctly and cheaply.
2) Complete the proper USPS Postage Statement Form and make a copy for your records and a copy for the office manager to put with the check stub.
4) Obtain a check from the Office Manager for the amount of the mailing.
5) Take trays and check to the post office
From time to time the US Postal Service changes their procedures for bulk mailing. It is recommended that the USPS web site be consulted routinely to ensure Vote Smart is doing things correctly and cheaply.
2) Complete the proper USPS Postage Statement Form and make a copy for your records and a copy for the office manager to put with the check stub.
4) Obtain a check from the Office Manager for the amount of the mailing.
5) Take trays and check to the post office
Deletions:
(for PCT Letters/Red Cards)
1) Save the file in the appropriate Letters and Labels folder as stateabbreviation_officelevel_electionstage_Typeofcontact_date, or
Save as groupname_officelevel_electionstage_mailtype_letters_date if mailing multiple states. examples: AK_SL_GE_Intro_Letters_03212012.xls or GroupA_Cong_PE_Intro_Letters_03212012
1) Scroll through letters/red cards to make sure no addresses run into the deadline on the right; the state, dates and deadlines are correct; and candidate IDs and passwords were inserted correctly. Try logging in to the online candidate portal with some sample IDs and passwords to make sure they work. Save again if any changes.
1) Test print the first letter/red card in the merge
1) Submit test print and file to director for approval.
1) For red cards, load red card stock in Sharp bypass tray. For letters, confirm the appropriate letterhead is in the tray you are printing on
1) Print letters/red cards (be sure to send an office-wide e-mail to alert the office of an extensive printing)
(For PCT Labels):
1) Save the file in the appropriate Letters and Labels folder as stateabbreviation_officelevel_electionstage_Typeofcontact_date, or
Save as groupname_officelevel_electionstage_mailtype_letters_date if mailing multiple states. examples: AK_SL_GE_Intro_Labels_0312012.xls or GroupA_Cong_PE_Intro_Labels_03212012
1) Scroll through labels to make sure all candidates have addresses and that they all fit in the label space. Make necessary changes and Save.
1) Print labels on plain paper, check names on the labels to those admin using the "by office seeking search" make sure that no one is missing or accidentally included. Once these are created, have a staff member check labels for spelling errors, that states are listed correctly, and that there are not any random symbols.
1) Submit to the Director for approval
1) Following Director approval, file the paper copy of the labels in the archives (these should be initialed by the administrator and director).
1) Print labels on label paper.
Keep in mind that different people go at different speeds, so you will need to be flexible. It is typically a good idea to use the assembly line so there can be checks performed in the process. You should have a staff member or very reliable intern check the name and address on the envelope/address label against those on the letter/red card and to make sure the appropriate enclosures are included. Errors with PCT mailings will send IDs and passwords to the wrong candidates, possibly to their opponents; errors with Development mailings will send both personal and sensitive information to the wrong person and will inevitably cost us money in lost donations from angry members.
Your assembly line will fold (trifold- Zee fold for the #10 envelopes), put together the packets and place them in appropriate envelopes, adding stamps and labels, if applicable. A successful configuration in the past was:
"Basically, I would place the label on the envelope and group the PCT and Intro Letter together (making sure the label and letter match) and pass it to the next person. I recommend the person you pass to is the fastest of the group. This person will have the job of folding the letter and PCT and stuffing it into the envelope. The next person will wet the envelope and close the letter. The final person will place the stamp on the envelope and place it in the USPS bin."
**For Development and Outreach Mailings Only: Keep all the mailings in zip code order.**
a. Keep things in order so that we can fix our mistakes much easier.
b. We also keep the letters and envelopes in zip code order because this makes things much easier for the Post Office as well, and although it is no longer required that bulk mailings remain in zip code order, we do it anyway to make their jobs easier.
c. Ensure others are doing this as well.
===Put it in the Mail===
From time to time the US Postal Service changes their procedures for bulk mailing. It is recommended that the Philipsburg post office and the USPS web site be consulted routinely to ensure Vote Smart is doing things correctly and cheaply.
2) Complete the proper USPS Postage Statement Form (typically 3602-NZ [non-profit bulk rate]) and make a copy for your records and a copy for the office manager to put with the check stub.
4) Put a carrier slip that says MIXED Billings in the plastic sleeve on each tray. These are on the membership supply shelf.
5) Obtain a check from the Office Manager for the amount of the mailing.
6) Place the trays, check and postage statement in the Outgoing Mail for pick-up, or take to the Post Office
No Differences
Additions:
For any mailings being produced out-of-house it is best to set up a timeline. The print shop or mail-house likes to have the art and data with ample time for corrections and correspondence - roughly 2-3 weeks. In addition, if lists are being purchased that is added time that needs to be factored in.
Ideally you will want to create a schedule for all of your mailings that takes the following steps into account:
- Ensure you have enough mail trays, sleeves and slips to finish your mailing.
Ideally you will want to create a schedule for all of your mailings that takes the following steps into account:
- Ensure you have enough mail trays, sleeves and slips to finish your mailing.
Deletions:
- Ensure you have enough mail trays, sleeves and slips to finish your mailing. Philipsburg sends their extra materials back to Butte every Wednesday, so you need to order your weekly mailing needs before the end of work on Tuesday.
- Give the Post Office at least one full business day warning via phone that you will have a bulk mailing to pick-up to ensure they have the capacity to pick it up and mail it- let them know (roughly) how many bins will be going out for the day.
Additions:
**A. Letters/Brochures**
**B. "Remit Slip" or other response device**
**C. Envelopes**
**D. Mail Codes**
**E. Other enclosures**
**B. "Remit Slip" or other response device**
**C. Envelopes**
**D. Mail Codes**
**E. Other enclosures**
Deletions:
B. "Remit Slip" or other response device
C. Envelopes
D. Mail Codes
E. Other enclosures
Additions:
Richard has traditionally written and coordinated fundraising appeals. The basic parts to any mailing are the Carrier Envelope, Letter/Brochure, and remit slip/ envelope. First draft materials are given to the Development Director to look over for grammar/ spelling errors. Consult the Membership "bibles" of past mailings for ideas.
A. Letters/Brochures
B. "Remit Slip" or other response device
C. Envelopes
D. Mail Codes
E. Other enclosures
Because Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via USPS, using the nonprofit bulk mail procedures. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Vote Smart. We include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
See the [[http://wiki.votesmart.org/ExportingContactRecords Exporting Mail Files]] wiki for more info
A. Letters/Brochures
B. "Remit Slip" or other response device
C. Envelopes
D. Mail Codes
E. Other enclosures
Because Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via USPS, using the nonprofit bulk mail procedures. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Vote Smart. We include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
See the [[http://wiki.votesmart.org/ExportingContactRecords Exporting Mail Files]] wiki for more info
Deletions:
~__A. Letters/Brochures__
~__B. "Remit Slip" or other response device__
~__C. Envelopes__
~__D. Mail Codes__
**To create a mail code, do the following:**
1. Open DonorPerfect and select from the menu bar, 'Utilities'
2. Select Code Maintenance from the pull-down menu
3. Show only (type in SOL)
4. Enter
5. Select #%Add#%
6. Type in Code, Description, and other info (date, amount mailed, costs)
a. Cost of a mailing includes the following
i. Postage
ii. Printing costs for each part of the package
ii. Ensure that delivery fees for materials is included in cost per piece calculations
~__E. Other enclosures__
Because Project Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via United States Postal Service (USPS), using the nonprofit bulk mail procedures for the least expensive way. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Project Vote Smart. While using the bulk rate does not necessarily require the use of stamps, it is our practice to include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
Instructions for Standard Development Mailings:
- [[MembershipMailings Fundraising Appeals]]
- [[AppendixBThankYouMailing Thank You Mailings]]
-[[AppendixKEndOfYearThankYouMailing End of Year Thank You]]
- [[AppendixLMaterialRequests Material Requests]]
See: ManagingInformation for sources of other directories
Additions:
Richard has traditionally written fundraising letters. The basic parts to any mailing are the Carrier Envelope, Letter/Brochure, and remit slip/ envelope. First draft materials are given to the Development Director to look over for grammar/ spelling errors. Consult the Membership "bibles" of past mailings for ideas.
The main fundraising letter has been in a variety of formats; a standard 8" x 11" letter, a 5" x 8" loose-leaf letter with pictures and/or graphics, or a tri-fold brochure style with a tear-off reply form. The text of a fundraising letter is dependent on its purpose. If it is a new solicitation some standard language is used. If it is an appeal to members for additional funds, language about Vote Smart's mission, or the upcoming projects we need help funding may be discussed. Renewal letters might talk about some of the past year's accomplishments. Again, consult the Membership "Bibles" of past mailings for content and language.
~__B. "Remit Slip" or other response device__
With every mailing that goes out, there should be included a reply form of some sort ("Buck Slip" is the industry term) to both help identify the source of income and the person's donating information. The form should contain fields for the member to fill out (Contact Information requested includes Name, Address, City, State, Zip, Phone, E-mail; You also need boxes to check for the amount of the donation as well as type of payment - Check or Credit Card with a line for the credit card # and expiration date), mail code, as well as options for available PVS materials, information, services needed, etc. The specific design will depend on the nature for which the funds are being asked. It is also recommended that the following two sentences or some version of them is on the return card somewhere, provided that there is sufficient room: 1) All contributions are 100% tax deductible. and 2) The Project never sells or shares member information. Consult previous mailings from the Membership Bibles for examples.
*Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** shred or black out the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
Our logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side).
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency. Consult the membership reports and sample folders of past mailings.
**To create a mail code, do the following:**
The main fundraising letter has been in a variety of formats; a standard 8" x 11" letter, a 5" x 8" loose-leaf letter with pictures and/or graphics, or a tri-fold brochure style with a tear-off reply form. The text of a fundraising letter is dependent on its purpose. If it is a new solicitation some standard language is used. If it is an appeal to members for additional funds, language about Vote Smart's mission, or the upcoming projects we need help funding may be discussed. Renewal letters might talk about some of the past year's accomplishments. Again, consult the Membership "Bibles" of past mailings for content and language.
~__B. "Remit Slip" or other response device__
With every mailing that goes out, there should be included a reply form of some sort ("Buck Slip" is the industry term) to both help identify the source of income and the person's donating information. The form should contain fields for the member to fill out (Contact Information requested includes Name, Address, City, State, Zip, Phone, E-mail; You also need boxes to check for the amount of the donation as well as type of payment - Check or Credit Card with a line for the credit card # and expiration date), mail code, as well as options for available PVS materials, information, services needed, etc. The specific design will depend on the nature for which the funds are being asked. It is also recommended that the following two sentences or some version of them is on the return card somewhere, provided that there is sufficient room: 1) All contributions are 100% tax deductible. and 2) The Project never sells or shares member information. Consult previous mailings from the Membership Bibles for examples.
*Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** shred or black out the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
Our logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side).
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency. Consult the membership reports and sample folders of past mailings.
**To create a mail code, do the following:**
Deletions:
See: [[http://wiki.votesmart.org/CategoryMedia#hn_Content_Creation Content Creation]]
The President of Vote Smart has traditionally written fundraising letters. The basic parts to any mailing are the Carrier Envelope, Letter/Brochure, Reply Card (buck slip), and Courtesy Reply Envelope. First draft materials are given to the Development Director for creation of the fundraising packet. Consult the Membership sample binders (located on shelf by front door) of past mailings for ideas.
The main Fundraising letter has been in a variety of formats; a standard 8" x 11" letter, a 5" x 8" loose-leaf letter with pictures and/or graphics, or a tri-fold brochure style with a tear-off reply form. The text of a fundraising letter is dependent on its purpose. If it is a new solicitation some standard language is used. If it is an appeal to members for additional funds, language about the nature for which the funds will be applied should be employed. Renewal letters might talk about some of the past year's accomplishments. Again, consult the Membership sample folders of past mailings for content and language.
**Signature Policy**
~__B. "Buck Slip" or other response device__
With every mailing that goes out, there should be included a reply form of some sort ("Buck Slip" is the industry term) to both help identify the source of income and the person's donating information. The form should contain fields for the member to fill out (Contact Information requested includes Name, Address, City, State, Zip, Phone, E-mail; You also need boxes to check for the amount of the donation as well as type of payment - Check or Credit Card with a line for the credit card # and expiration date), mail code, as well as options for available PVS materials, information, services needed, etc. The specific design will depend on the nature for which the funds are being asked. It is also recommended that the following two sentences or some version of them is on the return card somewhere, provided that there is sufficient room: 1) All contributions are 100% tax deductible. and 2) The Project never sells or shares member information. Consult previous mailings from the Membership Sacred Texts for examples.
''Special Note: Richard refers to this response device as a "return card" for all mailings unless we are giving our members the option to earmark their contributions for specific programs (i.e the Hotline, website, Student Scholarships, etc.) in which case he calls it a "ballot" because they get to vote.''
**NEW POLICY:** Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** remove and shred the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
It had been thought preferable to have the credit card info section of the return cards perforated for easier removal, but that extra step is expensive and just as easily accomplished with scissors. If, for whatever reason, you are unable to permanently remove the credit card information and shred it please black or scribble out the credit card number and expiration date after processing successfully and before putting it in the third check box.
The Vote Smart Blue Capital Dome Guy on the left with "Vote Smart Just the Facts" to the right is the logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side). In addition, to keep mail costs down for automated mail a postal bar-code (associated with PVS address) needs to be on all CREs (courtesy reply envelopes). The development department or mail house is responsible for making sure it is on the piece.
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency. Consult the membership reports and sample folders of past mailings. (Some examples: 0A, 0B, 0C for renewal mailings 1, 2, and 3 of year 2000; CA, CB, CC, CD for the first 4 lists purchased of a prospect mailing, the next prospect mailing in the year would begin with D).
**To create a mail code, do the following:**
=====Printing, Production and Delivery=====
====Email====
See: CreatingEmails
Additions:
- Determine if it's more efficient to mail in-house or out-of-house. It can be more cost-effective to mail in-house for smaller mailings (under 5,000 pieces) if resources are available for preparing the mailings. Secure a [[OtherContacts printer if necessary]].
Deletions:
No Differences
Additions:
The Vote Smart Blue Capital Dome Guy on the left with "Vote Smart Just the Facts" to the right is the logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side). In addition, to keep mail costs down for automated mail a postal bar-code (associated with PVS address) needs to be on all CREs (courtesy reply envelopes). The development department or mail house is responsible for making sure it is on the piece.
6. Type in Code, Description, and other info (date, amount mailed, costs)
Because Project Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via United States Postal Service (USPS), using the nonprofit bulk mail procedures for the least expensive way. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Project Vote Smart. While using the bulk rate does not necessarily require the use of stamps, it is our practice to include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
Keep a folder for each mailing. Include all correspondence with contractors as well as all the quotes and copies of invoices. Once the mailing has been "dropped" (put in the mail) and all outstanding costs have been accounted for, calculate the total cost of the mailing and enter it in Donor Perfect under a new mail code as explained earlier. Costs include the following: Art design (if done out of house), materials, processing, postage. Include postage costs for mailings samples, mailing cost of overruns, etc. Anything that costs money needs to be included if it is a part of the mailing.
Within the Development department, Thank You Mailings, Material Requests, and other smaller mailings are typically done in-house.
6. Type in Code, Description, and other info (date, amount mailed, costs)
Because Project Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via United States Postal Service (USPS), using the nonprofit bulk mail procedures for the least expensive way. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you are close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Project Vote Smart. While using the bulk rate does not necessarily require the use of stamps, it is our practice to include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
Keep a folder for each mailing. Include all correspondence with contractors as well as all the quotes and copies of invoices. Once the mailing has been "dropped" (put in the mail) and all outstanding costs have been accounted for, calculate the total cost of the mailing and enter it in Donor Perfect under a new mail code as explained earlier. Costs include the following: Art design (if done out of house), materials, processing, postage. Include postage costs for mailings samples, mailing cost of overruns, etc. Anything that costs money needs to be included if it is a part of the mailing.
Within the Development department, Thank You Mailings, Material Requests, and other smaller mailings are typically done in-house.
Deletions:
6. Type in Code, Description and other info (date, amount mailed, costs)
Because Project Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via United States Postal Service (USPS), using the nonprofit bulk mail procedures for the least expensive way. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Project Vote Smart. While using the bulk rate does not necessarily require the use of stamps, it is our practice to include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
Keep a folder for each mailing. Include all correspondence with contractors as well as all the quotes and copies of invoices. Once the mailing has been "dropped" (put in the mail) and all outstanding costs have been accounted for, calculate the total cost of the mailing and enter it in Donor Perfect under a new mail code as explained earlier. Costs include the following: Art design (if done out of house), materials, processing, postage. Include postage costs for mailings samples, mailing cost of overruns, etc. Anything that costs money needs to be included if it is a part of the mailing.
Within the Development department, Thank You Mailings, Material Requests, and other smaller mailings are typically done in-house
Additions:
See: CreatingEmails
==Advanced Prep==
Secure a printing house, list broker (for prospecting mailings), and a designer, if necessary. Mutually agree on a price and schedule for the mailings
==Schedule for producing bulk mailings==
For any mailings being produced out-of-house it is best to set up a timeline. The print shop or mail-house likes to have the art and data with ample time for corrections and correspondence - roughly 2-3 weeks. In addition, if lists are being purchased that is added time that needs to be factored in. Ideally you will want to create a schedule for all of your mailings that takes the following steps into account:
|=|Ask for specific instructions|=|Approve Estimate|=|Request letter from RK|=|Receive 1st draft of letter|=|Approve mailing package|=|Data file to printer|=|Drop date||
||4 Weeks from drop date||TBA||4 weeks from drop date||3 weeks from drop date||2 weeks from drop date||1 week from drop date||Drop date||
==Tracking mailing costs==
Keep a folder for each mailing. Include all correspondence with contractors as well as all the quotes and copies of invoices. Once the mailing has been "dropped" (put in the mail) and all outstanding costs have been accounted for, calculate the total cost of the mailing and enter it in Donor Perfect under a new mail code as explained earlier. Costs include the following: Art design (if done out of house), materials, processing, postage. Include postage costs for mailings samples, mailing cost of overruns, etc. Anything that costs money needs to be included if it is a part of the mailing.
Within the Development department, Thank You Mailings, Material Requests, and other smaller mailings are typically done in-house
==Advanced Prep==
Secure a printing house, list broker (for prospecting mailings), and a designer, if necessary. Mutually agree on a price and schedule for the mailings
==Schedule for producing bulk mailings==
For any mailings being produced out-of-house it is best to set up a timeline. The print shop or mail-house likes to have the art and data with ample time for corrections and correspondence - roughly 2-3 weeks. In addition, if lists are being purchased that is added time that needs to be factored in. Ideally you will want to create a schedule for all of your mailings that takes the following steps into account:
|=|Ask for specific instructions|=|Approve Estimate|=|Request letter from RK|=|Receive 1st draft of letter|=|Approve mailing package|=|Data file to printer|=|Drop date||
||4 Weeks from drop date||TBA||4 weeks from drop date||3 weeks from drop date||2 weeks from drop date||1 week from drop date||Drop date||
==Tracking mailing costs==
Keep a folder for each mailing. Include all correspondence with contractors as well as all the quotes and copies of invoices. Once the mailing has been "dropped" (put in the mail) and all outstanding costs have been accounted for, calculate the total cost of the mailing and enter it in Donor Perfect under a new mail code as explained earlier. Costs include the following: Art design (if done out of house), materials, processing, postage. Include postage costs for mailings samples, mailing cost of overruns, etc. Anything that costs money needs to be included if it is a part of the mailing.
Within the Development department, Thank You Mailings, Material Requests, and other smaller mailings are typically done in-house
Additions:
====Standard Components of Fundraising Appeals====
The President of Vote Smart has traditionally written fundraising letters. The basic parts to any mailing are the Carrier Envelope, Letter/Brochure, Reply Card (buck slip), and Courtesy Reply Envelope. First draft materials are given to the Development Director for creation of the fundraising packet. Consult the Membership sample binders (located on shelf by front door) of past mailings for ideas.
~__A. Letters/Brochures__
The main Fundraising letter has been in a variety of formats; a standard 8" x 11" letter, a 5" x 8" loose-leaf letter with pictures and/or graphics, or a tri-fold brochure style with a tear-off reply form. The text of a fundraising letter is dependent on its purpose. If it is a new solicitation some standard language is used. If it is an appeal to members for additional funds, language about the nature for which the funds will be applied should be employed. Renewal letters might talk about some of the past year's accomplishments. Again, consult the Membership sample folders of past mailings for content and language.
**Signature Policy**
~__B. "Buck Slip" or other response device__
With every mailing that goes out, there should be included a reply form of some sort ("Buck Slip" is the industry term) to both help identify the source of income and the person's donating information. The form should contain fields for the member to fill out (Contact Information requested includes Name, Address, City, State, Zip, Phone, E-mail; You also need boxes to check for the amount of the donation as well as type of payment - Check or Credit Card with a line for the credit card # and expiration date), mail code, as well as options for available PVS materials, information, services needed, etc. The specific design will depend on the nature for which the funds are being asked. It is also recommended that the following two sentences or some version of them is on the return card somewhere, provided that there is sufficient room: 1) All contributions are 100% tax deductible. and 2) The Project never sells or shares member information. Consult previous mailings from the Membership Sacred Texts for examples.
''Special Note: Richard refers to this response device as a "return card" for all mailings unless we are giving our members the option to earmark their contributions for specific programs (i.e the Hotline, website, Student Scholarships, etc.) in which case he calls it a "ballot" because they get to vote.''
**NEW POLICY:** Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** remove and shred the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
It had been thought preferable to have the credit card info section of the return cards perforated for easier removal, but that extra step is expensive and just as easily accomplished with scissors. If, for whatever reason, you are unable to permanently remove the credit card information and shred it please black or scribble out the credit card number and expiration date after processing successfully and before putting it in the third check box.
~__C. Envelopes__
All membership mailings consist of two envelopes; a carrier envelope, the size of which is obviously determined by the size of the letter/brochure (usually a #10 or a 6 x 9/C5) and a courtesy reply envelope that is 6" size or a #9 that is one size down from a #10 and will fit inside both a #10 and a C5.
The Vote Smart Blue Capital Dome Guy on the left with "Vote Smart Just the Facts) to the right, is the logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side). In addition, to keep mail costs down for automated mail a postal bar-code (associated with PVS address) needs to be on all CREs (courtesy reply envelopes). The development department or mail house is responsible for making sure it is on the piece.
~__D. Mail Codes__
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency. Consult the membership reports and sample folders of past mailings. (Some examples: 0A, 0B, 0C for renewal mailings 1, 2, and 3 of year 2000; CA, CB, CC, CD for the first 4 lists purchased of a prospect mailing, the next prospect mailing in the year would begin with D).
**To create a mail code, do the following:**
1. Open DonorPerfect and select from the menu bar, 'Utilities'
2. Select Code Maintenance from the pull-down menu
3. Show only (type in SOL)
4. Enter
5. Select #%Add#%
6. Type in Code, Description and other info (date, amount mailed, costs)
a. Cost of a mailing includes the following
i. Postage
ii. Printing costs for each part of the package
ii. Ensure that delivery fees for materials is included in cost per piece calculations
~__E. Other enclosures__
There are times when additional materials are included in a mailing, such as a speaking tour schedule or a press release. These will become part of the total mailing package and will increase the total cost.
====Decide on Postage====
-[[AppendixKEndOfYearThankYouMailing End of Year Thank You]]
- [[AppendixLMaterialRequests Material Requests]]
The President of Vote Smart has traditionally written fundraising letters. The basic parts to any mailing are the Carrier Envelope, Letter/Brochure, Reply Card (buck slip), and Courtesy Reply Envelope. First draft materials are given to the Development Director for creation of the fundraising packet. Consult the Membership sample binders (located on shelf by front door) of past mailings for ideas.
~__A. Letters/Brochures__
The main Fundraising letter has been in a variety of formats; a standard 8" x 11" letter, a 5" x 8" loose-leaf letter with pictures and/or graphics, or a tri-fold brochure style with a tear-off reply form. The text of a fundraising letter is dependent on its purpose. If it is a new solicitation some standard language is used. If it is an appeal to members for additional funds, language about the nature for which the funds will be applied should be employed. Renewal letters might talk about some of the past year's accomplishments. Again, consult the Membership sample folders of past mailings for content and language.
**Signature Policy**
~__B. "Buck Slip" or other response device__
With every mailing that goes out, there should be included a reply form of some sort ("Buck Slip" is the industry term) to both help identify the source of income and the person's donating information. The form should contain fields for the member to fill out (Contact Information requested includes Name, Address, City, State, Zip, Phone, E-mail; You also need boxes to check for the amount of the donation as well as type of payment - Check or Credit Card with a line for the credit card # and expiration date), mail code, as well as options for available PVS materials, information, services needed, etc. The specific design will depend on the nature for which the funds are being asked. It is also recommended that the following two sentences or some version of them is on the return card somewhere, provided that there is sufficient room: 1) All contributions are 100% tax deductible. and 2) The Project never sells or shares member information. Consult previous mailings from the Membership Sacred Texts for examples.
''Special Note: Richard refers to this response device as a "return card" for all mailings unless we are giving our members the option to earmark their contributions for specific programs (i.e the Hotline, website, Student Scholarships, etc.) in which case he calls it a "ballot" because they get to vote.''
**NEW POLICY:** Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** remove and shred the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
It had been thought preferable to have the credit card info section of the return cards perforated for easier removal, but that extra step is expensive and just as easily accomplished with scissors. If, for whatever reason, you are unable to permanently remove the credit card information and shred it please black or scribble out the credit card number and expiration date after processing successfully and before putting it in the third check box.
~__C. Envelopes__
All membership mailings consist of two envelopes; a carrier envelope, the size of which is obviously determined by the size of the letter/brochure (usually a #10 or a 6 x 9/C5) and a courtesy reply envelope that is 6" size or a #9 that is one size down from a #10 and will fit inside both a #10 and a C5.
The Vote Smart Blue Capital Dome Guy on the left with "Vote Smart Just the Facts) to the right, is the logo used on all envelopes, with the address on the back flap. (It is cheaper to keep it on the same side). In addition, to keep mail costs down for automated mail a postal bar-code (associated with PVS address) needs to be on all CREs (courtesy reply envelopes). The development department or mail house is responsible for making sure it is on the piece.
~__D. Mail Codes__
Every membership mailing that is sent out must be coded somehow so that it can be easily determined from where the funds came. There is a pattern that should be followed for consistency. Consult the membership reports and sample folders of past mailings. (Some examples: 0A, 0B, 0C for renewal mailings 1, 2, and 3 of year 2000; CA, CB, CC, CD for the first 4 lists purchased of a prospect mailing, the next prospect mailing in the year would begin with D).
**To create a mail code, do the following:**
1. Open DonorPerfect and select from the menu bar, 'Utilities'
2. Select Code Maintenance from the pull-down menu
3. Show only (type in SOL)
4. Enter
5. Select #%Add#%
6. Type in Code, Description and other info (date, amount mailed, costs)
a. Cost of a mailing includes the following
i. Postage
ii. Printing costs for each part of the package
ii. Ensure that delivery fees for materials is included in cost per piece calculations
~__E. Other enclosures__
There are times when additional materials are included in a mailing, such as a speaking tour schedule or a press release. These will become part of the total mailing package and will increase the total cost.
====Decide on Postage====
-[[AppendixKEndOfYearThankYouMailing End of Year Thank You]]
- [[AppendixLMaterialRequests Material Requests]]
Deletions:
Additions:
=====Planning=====
- Determine if it's more efficient to mail in-house or out-of-house. It can be more cost-effective to mail in-house for smaller mailings (under 5,000 pieces) if resources are available for preparing the mailings. Secure a [[OtherContacts printer/mail house if necessary]].
- Determine if you will use a list broker or if you will use an in-house directory as a data file. Secure a [[OtherContacts list broker]] if necessary
- Determine if you will use a designer to prepare the mailing (sometimes provided by the printer/mail house). Secure a [[OtherContacts designer if necessary]]
- Create a calendar
See: [[http://wiki.votesmart.org/CategoryMedia#hn_Content_Creation Content Creation]]
==Decide on Postage==
Because Project Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via United States Postal Service (USPS), using the nonprofit bulk mail procedures for the least expensive way. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Project Vote Smart. While using the bulk rate does not necessarily require the use of stamps, it is our practice to include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
In some cases, it may be desirable to use first-class postage even if you have close to or above 200 pieces to mail. The advantage of first-class mail is that it usually gets to the recipient faster, looks less like a mass-mailing, and we will get notifications back if the mail does not get delivered. When sending mail to priority contacts or if there are time concerns, this may be preferable despite the increased up-front costs. Also, if sending postcards, the cost difference may not be worth using the bulk mail rate.
Note: If working with a list broker, they will supply the data file, but it may need clean up prior to a mail merge
See: ManagingInformation for sources of other directories
- Determine if it's more efficient to mail in-house or out-of-house. It can be more cost-effective to mail in-house for smaller mailings (under 5,000 pieces) if resources are available for preparing the mailings. Secure a [[OtherContacts printer/mail house if necessary]].
- Determine if you will use a list broker or if you will use an in-house directory as a data file. Secure a [[OtherContacts list broker]] if necessary
- Determine if you will use a designer to prepare the mailing (sometimes provided by the printer/mail house). Secure a [[OtherContacts designer if necessary]]
- Create a calendar
See: [[http://wiki.votesmart.org/CategoryMedia#hn_Content_Creation Content Creation]]
==Decide on Postage==
Because Project Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via United States Postal Service (USPS), using the nonprofit bulk mail procedures for the least expensive way. In order to get the bulk rate, a mailing must go out the same day and have at least 200 pieces of the same size and weight. If you close but not at 200 pieces, it might make more sense to combine this mailing with another (if possible) or send "dummy mail" addressed back to Project Vote Smart. While using the bulk rate does not necessarily require the use of stamps, it is our practice to include "nonprofit precanceled stamps" on the mail package to give the illusion of being a more personal piece of mail.
In some cases, it may be desirable to use first-class postage even if you have close to or above 200 pieces to mail. The advantage of first-class mail is that it usually gets to the recipient faster, looks less like a mass-mailing, and we will get notifications back if the mail does not get delivered. When sending mail to priority contacts or if there are time concerns, this may be preferable despite the increased up-front costs. Also, if sending postcards, the cost difference may not be worth using the bulk mail rate.
Note: If working with a list broker, they will supply the data file, but it may need clean up prior to a mail merge
See: ManagingInformation for sources of other directories
Deletions:
Because Project Vote Smart operates on a shoestring budget most mailings that go out from the office are sent via United States Postal Service (USPS), using the nonprofit bulk mail procedures for the least expensive way.
If you are sending bulk mail (using nonprofit stamps rather than first class stamps)
postcards, if we want return mail, priority contacts, less than 200, time concerns
dummy stamps
Signatures
Additions:
When doing a bulk mailing, order is the key to success. You must be organized or else things will get very confusing very quickly.
=====Prepare Data Files=====
Instructions for Standard Development Mailings:
- [[MembershipMailings Fundraising Appeals]]
- [[AppendixBThankYouMailing Thank You Mailings]]
- Inform, at least one day prior, every Director that you have a mailing to print in order to avoid printing conflicts.
- Print any additional components of mail package that have not already been done (including enclosures). For PCT may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters. For Development this may include, but is not limited to: brochures, VSDMs, reply cards. Note that the copier may perform collating and stapling functions when printing. Do one final check of all your materials.
- For letters requiring hand-signing, have someone(s) go through and sign all the letters first; use blue ink only and make sure they are informed of signing policies
- Use the folding machine to pre-fold letters, if desired
On the conference table, set up the stacks of materials in the order that they will be assembled, including stamps and envelope sealers/glue sticks. If there is quite a bit to mail, or you are pushing against a deadline, you may find it useful to establish two assembly lines, but make sure you closely monitor both. Typically three to four people per assembly line has been the standard. Put together the first recipient's mail package without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right. **Be sure to read the letter and make sure we're enclosing all that we say we are enclosing**
Be especially careful to not mix letters, envelopes, and enclosures of different form letters (using part of a post-it note with the thank you # or other designation on it is the best way to separate letters and envelopes in the tray).
To all people involved in the mailing, explain what they are doing and **why**
a. We cannot cut corners on thank you mailings because things are done for a reason.
b. Improvements and modifications to policy will likely be applied to the next thank you, not the current one, after a thoughtful and thorough discussion amongst those involved with the thank you process.
Your assembly line will fold (trifold- Zee fold for the #10 envelopes), put together the packets and place them in appropriate envelopes, adding stamps and labels, if applicable. A successful configuration in the past was:
**For Development and Outreach Mailings Only: Keep all the mailings in zip code order.**
a. Keep things in order so that we can fix our mistakes much easier.
b. We also keep the letters and envelopes in zip code order because this makes things much easier for the Post Office as well, and although it is no longer required that bulk mailings remain in zip code order, we do it anyway to make their jobs easier.
c. Ensure others are doing this as well.
=====Prepare Data Files=====
Instructions for Standard Development Mailings:
- [[MembershipMailings Fundraising Appeals]]
- [[AppendixBThankYouMailing Thank You Mailings]]
- Inform, at least one day prior, every Director that you have a mailing to print in order to avoid printing conflicts.
- Print any additional components of mail package that have not already been done (including enclosures). For PCT may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters. For Development this may include, but is not limited to: brochures, VSDMs, reply cards. Note that the copier may perform collating and stapling functions when printing. Do one final check of all your materials.
- For letters requiring hand-signing, have someone(s) go through and sign all the letters first; use blue ink only and make sure they are informed of signing policies
- Use the folding machine to pre-fold letters, if desired
On the conference table, set up the stacks of materials in the order that they will be assembled, including stamps and envelope sealers/glue sticks. If there is quite a bit to mail, or you are pushing against a deadline, you may find it useful to establish two assembly lines, but make sure you closely monitor both. Typically three to four people per assembly line has been the standard. Put together the first recipient's mail package without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right. **Be sure to read the letter and make sure we're enclosing all that we say we are enclosing**
Be especially careful to not mix letters, envelopes, and enclosures of different form letters (using part of a post-it note with the thank you # or other designation on it is the best way to separate letters and envelopes in the tray).
To all people involved in the mailing, explain what they are doing and **why**
a. We cannot cut corners on thank you mailings because things are done for a reason.
b. Improvements and modifications to policy will likely be applied to the next thank you, not the current one, after a thoughtful and thorough discussion amongst those involved with the thank you process.
Your assembly line will fold (trifold- Zee fold for the #10 envelopes), put together the packets and place them in appropriate envelopes, adding stamps and labels, if applicable. A successful configuration in the past was:
**For Development and Outreach Mailings Only: Keep all the mailings in zip code order.**
a. Keep things in order so that we can fix our mistakes much easier.
b. We also keep the letters and envelopes in zip code order because this makes things much easier for the Post Office as well, and although it is no longer required that bulk mailings remain in zip code order, we do it anyway to make their jobs easier.
c. Ensure others are doing this as well.
Deletions:
- Print any additional components of mail package that have not already been done (including enclosures). For PCT may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters. Do one final check of all your materials.
- For letters requiring hand-signing, have someone(s) go through and sign all the letters first
On the conference table, set up the stacks of materials in the order that they will be assembled, including stamps and envelope sealers/glue sticks. If there is quite a bit to mail, or you are pushing against a deadline, you may find it useful to establish two assembly lines, but make sure you closely monitor both. Typically three to four people per assembly line has been the standard. Put together the first recipient's mail package without sealing the envelope. Weigh it to make sure it meets the weight requirement for the postage you are using, and have your supervisor do one last check to ensure everything is right.
Your assembly line will put together the packets and place them in appropriate envelopes, adding stamps and labels, if applicable. A successful configuration in the past was:
Additions:
======Bulk Mail Assembly======
=====Design Mail Package and Form Letters=====
=====Printing, Production and Delivery=====
====Email====
====Out-of-House Mailings====
====In-House Mailings====
===Put it in the Mail===
=====Design Mail Package and Form Letters=====
=====Printing, Production and Delivery=====
====Email====
====Out-of-House Mailings====
====In-House Mailings====
===Put it in the Mail===
Deletions:
====Design Mail Package and Form Letters====
====Printing, Production and Delivery====
===Email===
===Out-of-House Mailings===
===In-House Mailings===
===Put it in the Mail====
Additions:
Signatures
===Email===
===Mail Merge Data Files into Forms===
(May Include Letters/Red Cards, Labels, and/or Envelopes)
===Save, Review, and Print Mail-Merged Files===
(for PCT Letters/Red Cards)
1) Save the file in the appropriate Letters and Labels folder as stateabbreviation_officelevel_electionstage_Typeofcontact_date, or
Save as groupname_officelevel_electionstage_mailtype_letters_date if mailing multiple states. examples: AK_SL_GE_Intro_Letters_03212012.xls or GroupA_Cong_PE_Intro_Letters_03212012
1) Scroll through letters/red cards to make sure no addresses run into the deadline on the right; the state, dates and deadlines are correct; and candidate IDs and passwords were inserted correctly. Try logging in to the online candidate portal with some sample IDs and passwords to make sure they work. Save again if any changes.
1) Test print the first letter/red card in the merge
1) Submit test print and file to director for approval.
1) For red cards, load red card stock in Sharp bypass tray. For letters, confirm the appropriate letterhead is in the tray you are printing on
1) Print letters/red cards (be sure to send an office-wide e-mail to alert the office of an extensive printing)
(For PCT Labels):
1) Save the file in the appropriate Letters and Labels folder as stateabbreviation_officelevel_electionstage_Typeofcontact_date, or
Save as groupname_officelevel_electionstage_mailtype_letters_date if mailing multiple states. examples: AK_SL_GE_Intro_Labels_0312012.xls or GroupA_Cong_PE_Intro_Labels_03212012
1) Scroll through labels to make sure all candidates have addresses and that they all fit in the label space. Make necessary changes and Save.
1) Print labels on plain paper, check names on the labels to those admin using the "by office seeking search" make sure that no one is missing or accidentally included. Once these are created, have a staff member check labels for spelling errors, that states are listed correctly, and that there are not any random symbols.
1) Submit to the Director for approval
1) Following Director approval, file the paper copy of the labels in the archives (these should be initialed by the administrator and director).
1) Print labels on label paper.
===Printing and Assembly Prep===
- Print any additional components of mail package that have not already been done (including enclosures). For PCT may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters. Do one final check of all your materials.
- For postcards printed on cardstock (such as "red cards", use a paper cutter to divide them (a great task for a volunteer)
- For letters requiring hand-signing, have someone(s) go through and sign all the letters first
===Email===
===Mail Merge Data Files into Forms===
(May Include Letters/Red Cards, Labels, and/or Envelopes)
===Save, Review, and Print Mail-Merged Files===
(for PCT Letters/Red Cards)
1) Save the file in the appropriate Letters and Labels folder as stateabbreviation_officelevel_electionstage_Typeofcontact_date, or
Save as groupname_officelevel_electionstage_mailtype_letters_date if mailing multiple states. examples: AK_SL_GE_Intro_Letters_03212012.xls or GroupA_Cong_PE_Intro_Letters_03212012
1) Scroll through letters/red cards to make sure no addresses run into the deadline on the right; the state, dates and deadlines are correct; and candidate IDs and passwords were inserted correctly. Try logging in to the online candidate portal with some sample IDs and passwords to make sure they work. Save again if any changes.
1) Test print the first letter/red card in the merge
1) Submit test print and file to director for approval.
1) For red cards, load red card stock in Sharp bypass tray. For letters, confirm the appropriate letterhead is in the tray you are printing on
1) Print letters/red cards (be sure to send an office-wide e-mail to alert the office of an extensive printing)
(For PCT Labels):
1) Save the file in the appropriate Letters and Labels folder as stateabbreviation_officelevel_electionstage_Typeofcontact_date, or
Save as groupname_officelevel_electionstage_mailtype_letters_date if mailing multiple states. examples: AK_SL_GE_Intro_Labels_0312012.xls or GroupA_Cong_PE_Intro_Labels_03212012
1) Scroll through labels to make sure all candidates have addresses and that they all fit in the label space. Make necessary changes and Save.
1) Print labels on plain paper, check names on the labels to those admin using the "by office seeking search" make sure that no one is missing or accidentally included. Once these are created, have a staff member check labels for spelling errors, that states are listed correctly, and that there are not any random symbols.
1) Submit to the Director for approval
1) Following Director approval, file the paper copy of the labels in the archives (these should be initialed by the administrator and director).
1) Print labels on label paper.
===Printing and Assembly Prep===
- Print any additional components of mail package that have not already been done (including enclosures). For PCT may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters. Do one final check of all your materials.
- For postcards printed on cardstock (such as "red cards", use a paper cutter to divide them (a great task for a volunteer)
- For letters requiring hand-signing, have someone(s) go through and sign all the letters first
Deletions:
Mail Merge Data Files into Forms (May Include Letters/Red Cards, Labels, and/or Envelopes)
===Printing and Assembly Prep
Use a paper cutter to divide the red cards (a great task for a volunteer). Print additional materials to be sent in the package, which may include, but is not limited to: Bio Forms, Political Courage Tests, and/or Media Letters, if you haven't already. Do one final check of all your materials.
signatures
