- When we get the mail for the day, separate it into separate piles & deliver
- Any mail for office employees or interns gets delivered accordingly
- Anything that is for a past staff member or intern that is postage type “presorted standard” or “nonprofit” cannot be forwarded - shred it.
- Any mail for past staff members or interns that says “presorted-first class” or “first class” or has a first class stamp on it, should go to the office manager for forwarding.
- Bills/invoices, or general non-donation PVS mail goes to the Office Manager
- The American Express bill, DirectTV bill, and Chase Ink bill, addressed to Adelaide should also go to the Office Manager
- Mail addressed to PVS from a business or government goes to the Office Manager, or National Director, even if it's to a former staff member's attention. Open it first to make sure it isn’t DevComm-related
- PCT’s may come in, and will normally be generally be addressed to PVS in a plain envelope. Open these pieces of mail before you give them to PCT to make sure they are not donations.
- Mail addressed to Adelaide or RIchard go into their respective mailboxes
- Make sure to stamp with the date.
- Richard and Adelaide generally do not want junk mail (catalogs, flyers) forwarded to them - just throw it out.
- If something comes in that looks important that is addressed to RK or AK, (MAJOR foundation checks (ex. Ford Foundation), mail from a lawyer), call AK or RK to see if they want it opened.
- Separate out all DevComm donation-related mail into categories by solicitation code.
- Foundation mail, Chase, and Fidelity should all go to DevComm (these may look like bills).
- Once separated, stamp the letters with the correct received date
Make sure there are two people opening mail, this is to ensure that the amount of the donation matches with the number that will be written on the envelope’s front
- Person 1 will verbally read the amount to Person 2, and Person 2 will repeat the amount back to Person 1. This is our “first check”
- Open the stamped letters using the letter openers. Make sure not to rip anything.
- Check the inside of the envelope
- If there is a check
- Pull the check out and write on the front font of the envelope the dollar amount and the check number.
- Write the name and address of the sender, if not written already
- Put check back in envelope
- If not a check
- Look on back for dollar amount and type of card
- Write on front of envelope dollar amount and “CC (type of card)”
- Visa - VS
- Mastercard - MC
- Discover - DC
- American Express - AX
- Cash donations should have “CA” on front & the dollar amount given.
- All extra information that needs to be in DonorPerfect MUST be written on the front of the envelope. This includes email addresses, phone numbers, names of people on the check.
- Check the back of the envelope to make sure no materials, AIR, or VIR information was requested or a note written on the back.
- If there was something checked off or a note, it needs to be labeled on the front of the envelope with the codes:
- MRE - Brochures
- AIR - Ambassador Information
- VIR - Volunteer Information
- VSDM - Voter’s Self Defense Manual
- NOTE - any note written on the back or inside the envelope
- RMV - a person requests to be removed (will go to RK)
- DEC - a person is deceased (will go to RK)
- ADD CHANGE- a person has changed their address
Any mail with checks and credit card #’s in it, that is not currently being data entered, needs to be rubberbanded together and locked in the safe at all times. This includes times when
DevComm is away from their desks.
- Email Adelaide when a donation of more than $1000 comes in. Attach a copy of the donor's comprehensive report.
- Call Richard as soon as a donation from a large foundation comes in. Please note that there are many Donor Advised Funds that distribute funds on the recommendation of their donors. Examples of this would be The United Way, The Community Foundation, etc. and those should be treated as regular contributions and flagged as (DAF) in Donor Perfect.
