UW Communications Toolkit: Manage Your Unit Mailing

11. Gift Processing, within Advancement Services, receives gifts and response devices directly or via Gift Transmittal from you, deposits the funds the same day, and records the donors’ gift intents on Advance. Your gift budgets are credited due to our daily work. Gift Processing consults on design of response devices to make our work, and your results, more efficient and accurate. We can help you use our services more effectively if you engage us before sending out direct mail solicitations. Gift Processing, within Advancement Services, receives gifts and response devices directly or via Gift Transmittal from you, deposits the funds the same day, and records the donors’ gift intents on Advance. Your gift budgets are credited due to our daily work. Gift Processing consults on design of response devices to make our work, and your results, more efficient and accurate. We can help you use our services more effectively if you engage us before sending out direct mail solicitations.

14. Mailing projects for different purposes with different content will involve slightly different detailed procedures to be carried out, but the overall process will require the same steps to be allowed for.Mailing projects for different purposes with different content will involve slightly different detailed procedures to be carried out, but the overall process will require the same steps to be allowed for.

17. If you send a save-the-date notice before you send the actual invitation, you could allow two weeks instead of four weeks for the RSVP deadline.If you send a save-the-date notice before you send the actual invitation, you could allow two weeks instead of four weeks for the RSVP deadline.

22. If you have to special order any of your mailing supplies, the time it takes to receive them can be spent getting a jump on some of your future steps, for instance requesting Appeal or Constituency codes and/or requesting report counts in preparation for your final mailing report request. Writing and design of the letter and other materials could be done or vetted during this interval as well.If you have to special order any of your mailing supplies, the time it takes to receive them can be spent getting a jump on some of your future steps, for instance requesting Appeal or Constituency codes and/or requesting report counts in preparation for your final mailing report request. Writing and design of the letter and other materials could be done or vetted during this interval as well.

23. The timing of a mailing is an important factor in the University’s relationships with its alumni, donors and friends. The University has so many varied relationships with our constituents, any one person or household might be receiving mail, phone calls or emails, at any given time for various purposes. So it is important to take into consideration other communications your contacts may be receiving during the planning process. The number, purpose and pacing of these contacts can influence their feelings about the University subtly or overtly, so we want to attempt to make a number and frequency of contacts that will likely make sense and be welcome by our intended recipients. The best way to coordinate your mail communication with other occasions of institutional contact is to coordinate the timing and purpose of your mailing with your unit’s Advancement staff. They are equipped to coordinate various communications efforts so that constituents are less likely to receive multiple communications at once that may or may not concern competing interests.The timing of a mailing is an important factor in the University’s relationships with its alumni, donors and friends. The University has so many varied relationships with our constituents, any one person or household might be receiving mail, phone calls or emails, at any given time for various purposes. So it is important to take into consideration other communications your contacts may be receiving during the planning process. The number, purpose and pacing of these contacts can influence their feelings about the University subtly or overtly, so we want to attempt to make a number and frequency of contacts that will likely make sense and be welcome by our intended recipients. The best way to coordinate your mail communication with other occasions of institutional contact is to coordinate the timing and purpose of your mailing with your unit’s Advancement staff. They are equipped to coordinate various communications efforts so that constituents are less likely to receive multiple communications at once that may or may not concern competing interests.

24. For your first mailing project, use this guide to plan ahead. Always remember to pad your project in case of unexpected delays.For your first mailing project, use this guide to plan ahead. Always remember to pad your project in case of unexpected delays.

25. In this section we will look at the process from beginning to end, and give you more detailed suggestions and resource information to assist you through each step.In this section we will look at the process from beginning to end, and give you more detailed suggestions and resource information to assist you through each step.

26. Materials and services to consider ordering or allocating for this project: Paper and envelope stocks Cost of postage Creative Communications or other vendor(s) Designer cost, if needed Print services Mailing Services – preparation plus postageMaterials and services to consider ordering or allocating for this project: Paper and envelope stocks Cost of postage Creative Communications or other vendor(s) Designer cost, if needed Print services Mailing Services – preparation plus postage

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28. Now is the time for you to clarify whom you are wishing to reach with this mailing, in general terms. Has this same population been targeted in the past? If so, find that previous report request job number. Will you include existing Advance Mailing List or Committee members or Activity Participants? Alumni of and/or donors to a school or department? Your budget for the mailing may influence the number of constituents you can afford to reach.Now is the time for you to clarify whom you are wishing to reach with this mailing, in general terms. Has this same population been targeted in the past? If so, find that previous report request job number. Will you include existing Advance Mailing List or Committee members or Activity Participants? Alumni of and/or donors to a school or department? Your budget for the mailing may influence the number of constituents you can afford to reach.

29. If you or anyone else in your office has sent mail to the same or similar audience in the past, Information Management’s Reporting Group should have been the source for the name and address data. If such a report was requested in the past, that same report request job number can be referred to again. You could request, for example, “current entity count for job number 6543, but exclude non-donors from last three fiscal years.” This request will result in a new job number – say, 7654. When you are ready to receive your actual mailing data, request a repeat of job 7654 but with names and addresses. For this reason, keep your online job request confirmations for future reference. You can use the same criteria again in the future, and you will need the job number if you have questions about the results for any given request.If you or anyone else in your office has sent mail to the same or similar audience in the past, Information Management’s Reporting Group should have been the source for the name and address data. If such a report was requested in the past, that same report request job number can be referred to again. You could request, for example, “current entity count for job number 6543, but exclude non-donors from last three fiscal years.” This request will result in a new job number – say, 7654. When you are ready to receive your actual mailing data, request a repeat of job 7654 but with names and addresses. For this reason, keep your online job request confirmations for future reference. You can use the same criteria again in the future, and you will need the job number if you have questions about the results for any given request.

30. What will you need? Here are some possibilities you might consider. Envelopes, including return envelopes Letterhead Stickers, brochures, other inserts Sufficient toner for printing internally Address labels What will you need? Here are some possibilities you might consider. Envelopes, including return envelopes Letterhead Stickers, brochures, other inserts Sufficient toner for printing internally Address labels

31. Request new gift allocations at least one month prior to your drop date.Request new gift allocations at least one month prior to your drop date.

32. Solicitation: If your mailing includes any kind of gift ask, including a response devices for gifts within a magazine, newsletter, or letter, request an Appeal Code. You will include the code: In your population report request On your printed return device Other: If you’re inviting people to an event, request an Activity Code (one of the Advance Constituency Groups), and use that code in your final population report request. Allow about a day for the creation of your code.Solicitation: If your mailing includes any kind of gift ask, including a response devices for gifts within a magazine, newsletter, or letter, request an Appeal Code. You will include the code: In your population report request On your printed return device Other: If you’re inviting people to an event, request an Activity Code (one of the Advance Constituency Groups), and use that code in your final population report request. Allow about a day for the creation of your code.

34. Match the audience for your mailing to the number of pieces you can mail, if your target audience is at all flexible. Consult with your unit’s (program’s, department’s or school’s) Advancement staff – they will have insight into the nuances of choosing your audience effectively. Use past report requests for a guideline. Can you afford the same size mailing? You can request that non-Advance mailing data be combined with Advance mailing data for the purpose of a specific mailing. Records Management can match the recipient list you provide with existing Advance entities in order not to duplicate your Advance report output. Match the audience for your mailing to the number of pieces you can mail, if your target audience is at all flexible. Consult with your unit’s (program’s, department’s or school’s) Advancement staff – they will have insight into the nuances of choosing your audience effectively. Use past report requests for a guideline. Can you afford the same size mailing? You can request that non-Advance mailing data be combined with Advance mailing data for the purpose of a specific mailing. Records Management can match the recipient list you provide with existing Advance entities in order not to duplicate your Advance report output.

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38. NCOA stands for National Change of Address. Advancement Services Records Management provides NCOA update services, therefore Mailing Services does not charge for providing this assurance when the address data comes directly from Advancement Services.NCOA stands for National Change of Address. Advancement Services Records Management provides NCOA update services, therefore Mailing Services does not charge for providing this assurance when the address data comes directly from Advancement Services.

41. How long would you like to give recipients to consider their response (if applicable)? Event RSVP deadline: They may need to hire a babysitter, move another commitment, coordinate schedules with a significant other, or simply consider the possibility. If there has been a prior save-the-date notice, you can allow two weeks. If there has been no save-the-date notice, allow a month for receiving responses. Gift or Pledge: Solicitations have a six week “shelf life” during which the majority of gifts and pledges are received. How long would you like to give recipients to consider their response (if applicable)? Event RSVP deadline: They may need to hire a babysitter, move another commitment, coordinate schedules with a significant other, or simply consider the possibility. If there has been a prior save-the-date notice, you can allow two weeks. If there has been no save-the-date notice, allow a month for receiving responses. Gift or Pledge: Solicitations have a six week “shelf life” during which the majority of gifts and pledges are received.

42. Depending on the purpose of your mailing, the desired response might be: Gift or pledge commitment RSVP for event No response – information only By what date would you like to begin receiving gifts or pledges, or RSVP’s? For our event invitation, let’s say that we wish to receive responses at least by November 30th.Depending on the purpose of your mailing, the desired response might be: Gift or pledge commitment RSVP for event No response – information only By what date would you like to begin receiving gifts or pledges, or RSVP’s? For our event invitation, let’s say that we wish to receive responses at least by November 30th.