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How to Improve Direct Mail Data Processing and Get Results

This may be the digital era, but direct mail remains a powerful tool in a marketer’s arsenal. This undervalued marketing avenue offers a tangible, personal touch often lost in the digital realm. However, the challenge lies in evolving this traditional format to meet the demands of a data-driven age. Fortunately, better direct mail data processing can help businesses overcome this challenge.

In this article, we’ll talk about how advanced data processing is revolutionizing direct mail campaigns, making them more targeted, efficient, and impactful.

Why Data Is Vital for Direct Mail Campaigns

Direct mail, a long-standing marketing staple, has traditionally relied on broad targeting and mass distribution. This approach, while having a wide reach, often lacks precision and personalization.

The introduction of data processing in direct mail has started to shift this landscape. By leveraging customer data, businesses can now create more targeted and relevant mail campaigns. This shift is not just a minor improvement but a complete overhaul of the direct mail philosophy.

Key reasons why data is so crucial in transforming direct mail campaigns include:

  • Precision Targeting: Data enables businesses to identify and target specific segments of their audience, leading to more effective campaigns.
  • Enhanced Personalization: With data, each piece of mail can be tailored to the preferences, behaviors, and needs of individual recipients.
  • Improved Response Rates: Personalized and relevant mail pieces are more likely to be noticed and acted upon by recipients.
  • Cost Efficiency: By targeting the right audience, businesses can reduce wastage and ensure better use of their marketing budget.
  • Measurable Results: Data allows for tracking and analyzing the performance of direct mail campaigns, leading to continuous improvement.
  • Increased ROI: By being more targeted and personal, direct mail campaigns become more effective, resulting in a higher return on investment.
  • Customer Insights: Data processing reveals valuable insights into customer behavior and preferences, guiding future marketing strategies.

What Is Direct Mail Data Processing?

Direct mail data processing involves collecting, analyzing, and applying customer data to direct mail campaigns. This process transforms how businesses communicate with their audience, moving from a one-size-fits-all approach to a more tailored strategy.

Here are the key components of this process:

  • Data Collection: Gathering relevant customer data, including demographics, purchasing habits, and preferences.
  • Data Analysis: Interpreting this data to uncover insights about customer behavior and preferences.
  • Application: Using these insights to create personalized and relevant direct mail content.

What does data processing look like for your business? Every firm has its own data processing struggles, which makes it such a complicated problem to solve.

“When I think of the data processing aspect of direct mail, I think of complicated cases where somebody has two spreadsheets, and a spreadsheet essentially needs to be merged into a second spreadsheet before it gets merged into the mail piece,” says Lee Garvey, founder and CEO of Click2Mail, a company that specializes in direct mail campaigns.

Technological Advancements in Data Processing for Direct Mail

The landscape of direct mail continues to evolve with technological advancements. These innovations are not just add-ons but integral components that redefine the effectiveness of direct mail campaigns. Key advancements include:

  • Machine Learning and AI: For predictive analytics and customer behavior modeling.
  • Advanced Data Analytics Tools: Providing deeper insights into customer preferences.
  • Automated Workflow Systems: Streamlining the campaign creation process.

Click2Mail’s digitized data processing system involves the use of templates to streamline the process and make sure there’s a standardization of data.

“We evolved the ability for people to integrate with our system so that they don’t even have to come to the website,” Garvey says. “We integrated an ability to create templates on the site. So once they crunch the data, once they discover what it is that they want to personalize and send, they create a template and they just send us the data by the API. You don’t have to log in, you don’t have to do anything other than just provide the data that’s going to plug into the template. So it’s literally plug-and-play personalization using the data analytics that they did up front.”

Other exciting personalization options on the horizon will be increasingly available to businesses, like variable images and QR codes.

“That sort of personalization used to be a super expensive thing for mailers,” Garvey notes. “It was financially out of reach. But now, we have made that available to small and medium-sized businesses for no additional charge.”

Challenges and Practical Steps in Implementing Data-Driven Strategies

While the benefits of data-driven direct mail are evident, implementing these strategies presents several challenges. Here are some practical steps to address these challenges:

  1. Data Privacy: Ensure compliance with data protection regulations. Regularly update your privacy policies and conduct data audits to maintain ethical data use.
  2. Complexity of Data Integration: Invest in tools that can seamlessly integrate diverse data sources. Regular training for staff on data management can also help in simplifying this process.
  3. Resource Investment: Allocate sufficient resources for technology upgrades and staff training. Continuous investment in both technological and human resources is essential for successful data-driven campaigns.

Click2Mail’s CRM Hub: A Solution for Efficient Data Processing

To effectively navigate these challenges, Click2Mail’s CRM Hub offers a revolutionary solution. This tool allows for effortless management and tracking of mail campaigns, integrating seamlessly with your CRM software. Here’s how Click2Mail’s CRM Hub can assist:

  1. Automate Your Business Mail: By connecting your CRM and Click2Mail accounts, the CRM Hub bridges crucial connections for automated mail workflows.
  2. Integration Made Simple: Add your campaign details and let Click2Mail handle the integration and automation. This step simplifies the process, ensuring that your direct mail campaigns are targeted and effective.
  3. Enjoy Increased Efficiency: Click2Mail’s CRM Hub not only simplifies your workflow but also ensures that your customers stay in touch, enhancing customer satisfaction.

The future of direct mail is promising, especially with data processing at its core. The integration of tools like Click2Mail’s CRM Hub is not just an opportunity; it’s a necessity in the competitive, data-driven marketing world. Businesses must adapt to stay relevant and effective.

Contact us today, and let’s talk about how we can help you harness your data and turn it into conversions.

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2024-03-28T16:38:18-04:0012/14/2023|CRM Hub|

How Outsourced Mailroom Services Can Cut Costs and Boost Results

In an era where efficiency and innovation drive business success, the traditional mailroom model faces significant challenges. Companies grapple with the complexities of managing an in-house mailroom, balancing the demands of cost, efficiency, and adaptability. The answer may lie in outsourced mailroom services.

Businesses need to streamline their mailroom operations to stay competitive and responsive in a rapidly evolving marketplace. It’s not just a matter of operational convenience; it’s a strategic imperative for businesses aiming to thrive in the modern economy.

This article delves into why an increasing number of businesses are turning to outsourced mailroom solutions, exploring the benefits and implications of this growing trend – and what these services can do for your business.

What Are Outsourced Mailroom Services?

Outsourced mailroom services involve delegating the management and operations of a company’s mailroom to an external, specialized provider. This service includes handling mail sorting and delivery, package tracking, outgoing mail management, and often incorporates digital solutions like scanning and electronic delivery.

Outsourced mailroom services typically include:

  • Mail sorting and delivery
  • Package handling and tracking
  • Management of outgoing mail and shipments
  • Digital mail solutions, such as scanning and electronic delivery

Cost-Effectiveness of Outsourcing Mailroom Services

One of the most compelling reasons for businesses to consider outsourced mailroom services is the potential for significant cost savings. Outsourcing can lead to a reduction in overhead costs, as it eliminates the need for dedicated space, equipment, and staff for mailroom operations. This shift can free up valuable resources for other strategic initiatives.

This highlights the broader financial implications of outsourcing:

  • Reduced Labor Costs: Outsourcing negates the need for hiring and training a dedicated mailroom staff.
  • Lower Capital Expenditure: Businesses save on the cost of purchasing and maintaining mailroom equipment.
  • Operational Efficiency: Streamlined processes lead to reduced errors and faster turnaround times, contributing to overall cost savings.

That said, businesses can’t just focus on the cost savings of outsourcing – service quality has to be there as well, says Lee Garvey, founder and CEO of Click2Mail, a third-party mailroom services provider.

“It’s partly about the money, but if your price is cheap and the service poor, you’ve got a problem,” Garvey says.

Moreover, businesses should choose outsourced mailroom services that operate on a scalable model, meaning businesses pay for what they need, when they need it. This flexibility is particularly beneficial for companies with fluctuating mail volumes, Garvey says.

How Outsourced Mailroom Services Enhance Efficiency and Productivity

Outsourced mailroom services not only offer cost savings but also significantly enhance operational efficiency and productivity. By entrusting mailroom operations to experts, businesses can expect a streamlined process characterized by faster processing times and reduced errors.

Key benefits of enhanced efficiency and productivity include:

  • Faster Processing Times: Outsourced services use advanced technology and processes for quicker mail handling.
  • Reduced Error Rates: Expert handling minimizes the chances of mistakes in mail sorting and delivery.
  • Improved Employee Productivity: With mailroom tasks handled externally, staff can focus on core business activities.

Outsourced mailroom services can offer quicker turnaround than if the business was doing this work in-house, says Carly Brown, Click2Mail’s Customer Support Manager.

“You can give us the mail piece in the evening and it’s going to go out the next day,” she says. “That’s really not always possible in the traditional mailroom.”

How Outsourced Mailroom Services Leverage Expertise and Advanced Technology

Outsourcing mailroom operations provides businesses with access to specialized expertise and the latest technology. This aspect is crucial in an era where technological advancements rapidly change operational landscapes.

The integration of advanced technology in outsourced solutions offers several advantages:

  • Automated Sorting and Tracking Systems: These systems ensure accuracy and speed in handling mail.
  • Digital Mail Management: This includes scanning and electronic delivery, which streamline the entire process.
  • Customized Solutions: Providers often offer tailored services to meet specific business needs.

In fact, some outsourcing firms – such as Click2Mail – offer a way to integrate your mail services directly into whatever CRM software your company is using.

How Outsourced Mailroom Services Improve Scalability and Flexibility

Scalability and flexibility are critical in today’s dynamic business environment. Outsourced mailroom services excel in this area, offering solutions that adapt to the changing needs of businesses.

This scalability manifests in various ways:

  • Adaptability to Volume Fluctuations: Services can scale up or down based on mail volume.
  • Flexible Service Offerings: Businesses can choose specific services that meet their current needs.
  • Ease of Expansion: As a business grows, outsourced services can easily expand to accommodate increased demand.

Businesses should choose outsourced mail services that are so flexible they even allow the business to choose the timing of their mail, which can be critical to improving the conversion rate by ensuring a piece of mail hits a prospect at just the right moment, Brown says.

“Most of our competitors take days to do what we do overnight,” she says. “If people have a need for timing, then they should be looking at the company that’s going to give them the option that they need.”

How Outsourced Mailroom Services Ensure Security and Compliance

Security and compliance are paramount in mailroom operations. Outsourced providers often bring a higher level of expertise in these areas, ensuring that businesses meet regulatory standards and protect sensitive information.

Key aspects of security and compliance include:

  • Data Protection: Ensuring the confidentiality and security of sensitive information.
  • Regulatory Compliance: Adhering to postal regulations and data privacy laws.
  • Secure Handling and Storage: Implementing secure processes for handling and storing mail and packages.

How Outsourced Mailroom Services Improve Environmental Impact and Sustainability

Outsourced mailroom services can also contribute to a company’s sustainability goals. Many providers prioritize eco-friendly practices, which can help reduce a business’s carbon footprint.

Sustainable practices in outsourced mailroom operations often include:

  • Reduced Paper Usage: Digital mail solutions minimize the need for physical mail.
  • Eco-Friendly Materials: Using sustainable materials for packaging and handling.
  • Efficient Logistics: Streamlining delivery routes to reduce carbon emissions.

How to Choose the Right Outsourced Mailroom Service Provider

In summary, outsourcing mailroom operations offers businesses significant advantages in terms of cost savings, efficiency, productivity, and adaptability. This approach enables companies to focus on their core activities, leveraging the expertise and advanced technology of external providers for mailroom management.

Click2Mail’s CRM Hub is a great example of how a high-tech mail services provider can be particularly beneficial to businesses. It seamlessly integrates with CRM software, allowing businesses to automate their daily mail workflow. With just a few simple steps, users can bridge connections between their CRM and Click2Mail accounts, add integrations tailored to their specific needs, and enjoy the convenience of an automated process.

At the end of the day, boosting your conversion rate is all about doing things differently, which software like this allows you to do. “Direct mail traditionally means that you’re going to send out 10 million catalogs, you know that your response rate is going to be at 1-3%,” Garvey says. “But with Click2Mail, you can create multiple iterations in small quantities and see which one gets better results.”

This app, compatible with leading CRM platforms like Citrix Podio, Follow-Up Boss, and Salesforce, ensures that your digital communications efforts are effectively complemented by physical mail, all while offering a cost-effective, pay-for-what-you-mail structure. Contact us today and let’s talk about what we can do for you.

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2024-03-28T16:29:41-04:0012/14/2023|CRM Hub|

Salesforce Direct Mail Integration: A How-To Guide

In today’s fast-paced business environment, maintaining seamless communication with customers is a big challenge. Companies grapple with combining traditional and digital communication methods to create a cohesive customer experience. Fortunately, Salesforce direct mail integration can help them get ahead of these issues.

This integration becomes particularly crucial when blending time-tested methods like direct mail with advanced customer relationship management (CRM) systems such as Salesforce.

This article will help you figure out how to merge Salesforce with direct mail for unified communications, and help you understand why this integration is vital for businesses — as well as how it can revolutionize customer engagement strategies.

Further reading:

Salesforce in Modern Business an Overview

Salesforce, known for its robust CRM capabilities, has become a cornerstone in modern business operations. It offers a comprehensive platform for managing all aspects of customer interactions, from sales and marketing to customer service.

Salesforce excels in gathering and analyzing customer data, providing businesses with invaluable insights into customer behaviors and preferences.

However, the digital nature of Salesforce presents a challenge when integrating traditional communication methods like direct mail.

How Salesforce Direct Mail Integration Helps Businesses

Integrating direct mail into a Salesforce workflow presents a powerful opportunity for businesses. This integration allows companies to leverage the strengths of both digital and physical communication channels, creating a more dynamic and effective customer engagement strategy.

The benefits of this integration are manifold:

  • Enhanced Personalization: By utilizing Salesforce’s data analytics, businesses can tailor their direct mail campaigns to the specific needs and preferences of individual customers.
  • Streamlined Workflow: Integration allows for the automation of direct mail processes, reducing manual effort and increasing efficiency.
  • Measurable Impact: With Salesforce, businesses can track the effectiveness of direct mail campaigns, gaining insights into customer responses and ROI.

This integration goes beyond just merging two channels; it represents a strategic approach to customer communication, combining the analytical power of digital tools with the personal appeal of physical mail.

As businesses continue to navigate the complexities of customer engagement in a hybrid communication landscape, the integration of Salesforce and direct mail emerges as a compelling solution, offering a balanced approach that leverages the best of both worlds.

Salesforce Direct Mail Integration in Action

Integrating direct mail into Salesforce transforms the theoretical into the practical, creating a dynamic and responsive communication strategy. This integration allows businesses to automate and personalize their direct mail campaigns based on customer data and interactions within Salesforce.

Key aspects of this integration include:

  • Trigger-Based Mailing: Automated triggers based on customer actions or milestones send personalized direct mail.
  • Data-Driven Personalization: Leveraging Salesforce data to customize direct mail content for each recipient.
  • Efficient Tracking: Monitoring the effectiveness of direct mail campaigns directly within Salesforce.
  • Automation: Reducing manual tasks and streamlining the process of sending out direct mail.
  • Customization: Tailoring each piece of mail to the recipient’s preferences and history.
  • Analytics: Providing detailed insights into the performance of direct mail campaigns.

How to Overcome Challenges in Integration

Integrating direct mail with Salesforce is not without its challenges. Businesses often face hurdles such as data synchronization, system compatibility, and maintaining the quality of personalized content. However, these challenges are surmountable with the right approach and tools, and by following these tips:

  • Ensure Data Accuracy: Regularly update and clean your Salesforce data to ensure that direct mail reaches the right recipients.
  • Choose the Right Tools: Select tools that integrate seamlessly with Salesforce and support your direct mail objectives.
  • Maintain Brand Consistency: Ensure that your direct mail reflects your brand’s voice and message, aligning with your digital communications.

How to Begin Your Integration: A Step-by-Step Guide

Now it’s time to take the actual steps necessary to integrate your direct mail campaign into your Salesforce workflow. Here are the steps you need to take to do that, broken into three phases.

Phase 1: Preparing for Integration

  1. Assessment of Current Strategies: Begin by evaluating your existing communication channels. Evaluate the role direct mail plays in your overall strategy and how it can be enhanced through integration with Salesforce.
  2. Understanding Your Audience: Use Salesforce’s analytics to gain insights into your customer base. This knowledge is critical for personalizing your direct mail campaigns effectively.
  3. Aligning Goals: Clearly define what you aim to achieve with this integration – whether it’s increased customer engagement, better conversion rates, or more personalized communication.

Phase 2: Taking Steps for Salesforce Integration

  1. Data Synchronization: Ensure your customer data in Salesforce is current and accurate. This data will directly influence the personalization of your direct mail campaigns.
  2. Automating Direct Mail Triggers: Set up triggers in Salesforce for sending out direct mail. These could be based on customer actions, milestones, or specific segments identified in your CRM data.
  3. Personalization and Customization: Utilize Salesforce’s data to create personalized content for each mail recipient, catering to their preferences and history.
  4. Tracking and Analysis: Implement tracking mechanisms to monitor the effectiveness of direct mail campaigns, measuring engagement and ROI directly within Salesforce.

Phase 3: Leveraging Click2Mail’s CRM Hub

  1. Easy Integration with CRM Hub: Connect your Salesforce account with Click2Mail’s CRM Hub. This bridges your digital and physical mailing efforts, ensuring seamless integration.
  2. Simplified Process Automation: Add your direct mail integration within CRM Hub. Provide the necessary details – what, when, and where – and Click2Mail will handle the rest, automating your direct mail workflow.
  3. Efficiency and Time-Saving: Enjoy the efficiency brought by Click2Mail. With less manual intervention required, you can focus on more strategic tasks, knowing your direct mail is being handled expertly.
  4. Cost-Effectiveness: Click2Mail’s CRM Hub is a free tool, eliminating monthly fees. You only pay for the mail you send, making it a cost-effective solution for businesses of all sizes.
  5. Optimizing Marketing Efforts: With Click2Mail’s integration, your marketing campaigns become more targeted and effective, enhancing customer satisfaction and improving overall communication impact.

Integrating direct mail into your Salesforce workflow with Click2Mail’s CRM Hub represents a strategic enhancement in customer communication. It merges the personal touch of physical mail with the analytical and automation capabilities of Salesforce, offering a comprehensive and efficient approach to customer engagement.

By following these steps, businesses can significantly elevate their communication strategies, ensuring they remain competitive and responsive to customer needs in today’s dynamic market.

Not yet a customer? Sign up today at hub.click2mail.com to start your journey towards more personalized, effective, and streamlined customer engagement. Or contact us so we can help you with your next direct mail project.

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2024-03-28T15:50:05-04:0012/13/2023|CRM Hub|

Tips & Best Practices Direct Mail: Recap for 2023

Marketing your business requires innovation and creativity, but sometimes it is best to revert to traditional methods. 

Business-to-business direct mail marketing is one such example from the dinosaur age. While it has evolved over the years, it remains a highly efficient way to market to new and existing clients. 

With business-to-business direct mail, businesses can send out postal mail containing informative pamphlets, brochures, guides, and other material. These will generally feature information about new products and services, news, events, and so on. 

This article provides a guide on what business-to-business direct mail marketing is, why you should be doing it, and how to do it. Spoiler alert on the why: 

According to an SG360° study, four out of five 18 – 24 year olds declare themselves “unlikely to act on email marketing”. That’s because digital fatigue is a very real thing. The tangibility of mail cuts through the online clutter and influences buying decisions.

B2B Direct Mail Use Cases

Brand Awareness

One of the key functions of business-to-business direct mail is marketing to businesses to increase brand awareness.

Business-to-business direct mail marketing uses the old-school method of postal mail. Sure, direct mail marketing has been around for ages, but this doesn’t mean your approach to increasing brand awareness has to be a snore-fest. It means it’s a tried and true form of communication that influences consumers into taking action.

Include engaging reading materials with interesting visuals to pique the business reader’s interest. Adding in a branded gift or product samples would also be welcomed by a potential business client. Everyone loves a freebie!

Advocacy

To take the marketing approach to the next level, you want the business to advocate for your product or service. 

The best way to do this is by sending a sample of your product. You can also invite them for a complimentary experience of your services. If they experience what you offer firsthand, they are more likely to back it and return as a paid customer. 

To elevate a product or service sample, try to personalize it. This can be offering a service that fits the business’s needs. Another option is simply customizing a product with their name or logo. Names and logos sound too easy but people pay attention when they see or hear their name!

Appointment

When using business-to-business direct mail marketing, your main goal is to convert these opportunities into sales. Try to incentivize businesses to meet with you, or make bookings to experience your services in person. 

This can be a discount on their first appointment or even an offer to sign up for a loyalty program. These offer them short- or long-term savings and benefits and can help set up a lifelong business connection.

And don’t underestimate the power of a thank you after the appointment is over. If someone has invested their time in listening to what you have to say, a notecard conveying your gratitude for the opportunity goes a long way in creating goodwill and additional interest in the produce or service you’re selling.

Direct Mail for Demand Generation

Demand generation is linking the needs of the consumer with the product or service for targeted marketing. This should ideally lead to sales conversions. 

This form of business-to-business direct mail marketing should follow a research process into potential business prospects. Research allows you to frame the benefits and features that directly meet their needs. 

Direct Mail for Account-Based Execution

One of the big motivators for business-to-business direct mail marketing is gaining new business accounts and retaining existing business accounts. This requires quality account-based execution and marketing.

You can use business-to-business direct mail marketing to update current business clients about new products and services. You can also promote what you offer to potential business clients, to prompt a first meeting – and maybe even score a second date too. 

How to Use B2B Direct Mail Marketing

Top-of-Funnel Direct Mail Marketing

Top-of-funnel direct mail marketing refers to potential businesses that are nowhere close to buying your product. This is the audience that requires a great deal of convincing (and bribing) in your business-to-business mail approach. 

The best way to reach this audience is with personalized mail. This should highlight what you have to offer. 

It can also be attaching a letter addressed directly to the relevant person in the business. You could include a personalized offer to pull them in. 

Middle-of-Funnel Direct Mail Marketing

For potential business clients who are in the market for what you offer, you should use a middle-of-funnel direct mail marketing approach. This audience will have interacted professionally with your business in some way and just needs a gentle nudge to buy into your product. 

Personalization is also key here, as this can make your business stand out amongst competitors. Sending information about your product that fits into where their business needs lie will also give you an edge. 

Bottom-of-Funnel Direct Mail Marketing

Finally, bottom-of-funnel direct mail marketing speaks to business clients who are either very close to buying in or are already consumers. This audience does not need convincing as such but needs constant reminders of what you offer to keep them loyal.

you offer to keep them loyal.

The best approach is to keep these businesses updated on upgrades or new products that you offer. You can also keep them in the loop about news and events relating to your own business. 

If these business clients still need a bit of convincing or have started to lose interest, nudge them with a promotion or discount coupon to sweeten the deal. 

B2B Direct Mail Ideas

Build Your Audience

Marketing on a mass scale may seem like the best method. Sending out mail to as many people as possible is like chucking spaghetti at a proverbial wall and hoping a couple noodles stick. But often, targeted marketing is the best approach for building your audience. You’ll get better results spending your marketing dollars on mail addressed to people who are hungry for the product or service you’re offering.

Research which companies are most likely to buy into your business and then send direct mail marketing to them. Focus resources on those companies who will likely engage with your offerings. 

Tap into Emotions

Every business has its challenges and weaknesses, which can be difficult to deal with. An effective way to do business-to-business direct mail marketing is to focus on how you can help these companies. 

This means highlighting the benefits of your product that provide a direct solution to their pain points. You can research statistics and data surrounding their professional performance, and where they fall short. 

An approach like this speaks to what that company needs. It makes it clear to them that your business can help theirs, and they’d regret it forever if they miss out on the opportunity. 

Talk Benefits, Not Features

An overflow of information is likely to send a potential business client heading for the hills. They will be overwhelmed and unclear as to how your business can fit well with their own. 

Keeping the focus on the benefits of your product is more likely to capture their interest. More specifically, focus on the benefits that help them make money, save money, and / or save time. 

Lead with Content

If you are providing marketing content to business clients, ensure that it is useful and informative. 

This can be interesting information about your products and services, client testimonials, advertorials about relevant topics, news, events, or upcoming promotions. Keep the writing clear and simple, as businesses in other industries may not understand your jargon. Break out the red pen and eliminate duplicate or unnecessary information before you call a project finished.

Show Your Credentials

A potential business client is more likely to buy your product if you communicate your expertise, credentials, and previous success. Flexing on your business savvy goes a long way here.  

Incorporate these elements into your marketing material to gain a sense of trust. This can be reviews, testimonials, qualifications, awards, etc. You can ask existing business clients to provide accounts of their experiences with your business, which you can send out. 

Send Personalized Messaging

There are several ways in which you can personalize your business-to-business direct mail marketing. This makes all the difference in forming a connection with a professional recipient and converting a lead. 

This can focus on benefits for their business needs, or sending spiffy, customized products or merchandise. You could also include letters addressed to the business.

Measuring and Tracking B2B Direct Mail Success

Business-to-business direct mail is a hands-on approach to marketing that generates conversions. But to see how exactly it is performing, you should keep a watchful eye on the analytics. 

A mail service like Click2Mail is the easiest way to do this, with our detailed reports that help determine which mailers have been delivered when. Now, you can have eyes in the back of your head too, tracking response rates, conversion rates, and more from your business clients. 

Wrapping Up

When it comes to direct marketing methods to convert professional leads, direct mail is the best way to go.

This approach allows you to reach business clients in a personalized manner. They are less likely to leave the chat and more likely to engage with the material. It is easy to delete an email, but a physical delivery will always pique curiosity, even from a company. 

A mail service provider like Click2Mail will do the posting and tracking for you. All you need to do is provide us with the information and address list, and we’ll take it from there. 

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2024-03-28T11:25:50-04:0008/01/2023|Click2Mail Team, Direct Mail Marketing, Getting Started|

Moving? How to Write a New Location Announcement

You’ve been in your present location so long that it feels like home. It perfectly fits your needs for now, but things ultimately change. You need to upsize or downsize. How do you go about letting people know? Mail out new location announcements, of course.

What Are New Office Location Announcements?

A business relocation announcement is a friendly – and quick – way to let people know you’re moving.

Note that we said ‘moving’ and not ‘moved’. Inform your clients and business contacts before the move to avoid confusion.

Notify Clients and All Business Contacts

You probably know the movers and shakers in your community. You have great clients who buy your products or use your services. And you have business contacts – partners, suppliers, investors – who have a vested interest in your success. 

Don’t leave them wondering why you’re leaving, where you’re going, and if you still love them. Your new location announcement will keep them “in the know” and give you another reason to reach out and touch someone.

Who do you know who needs VIP treatment? Instead of sending a letter, call them.  

Formally Notify Employees

Your employees have been loyal to you, investing their time and talents in your business. They’ve built schedules and lives around your company. Moving to a new location, and how you handle it, is an opportunity to demonstrate loyalty to them.

5 quick wins for you and your employees:

  • Notify them first. No one wants to find this out second-hand.
  • Whenever possible, tell them in person. This can be a productive time for nurturing relationships.
  • Offer a video or photographic walkthrough of the new facilities to give your employees a sense of place.
  • Provide all relevant information (including why you are moving) and be upfront about it.
  • Give them as much time as possible to make adjustments.

Why Must You Draft and Send a New Location Announcement Letter?

Queen told us, “To avoid complications, she never kept the same address.” She didn’t tell the post office her new address either. (That’s on your things to do list, isn’t it?)

To avoid complications and to make it easy for customers and suppliers to find you, send out a letter well ahead of time to let them know. It’s a courtesy thing.

Prevent Customers From Thinking That You Have Shut Down

It’s Saturday morning and you’ve opened a shop at your new location. However, miles away at your old location, customers start showing up. The doors are locked, the lights are off, and a sign reads, “We’ve moved. Find us at our new location.”

What will your customers think?

Maybe that you have shut down. 

“Why?” They will ask. “Was it something I said? Where will I go now for [insert product or service here].?”

Rumors will spread.

Good thing this is “mostly” preventable with an early notice.

Get Increased Foot Traffic At Your New Address

You have your grand opening, and the turnout is decent but a little disappointing. The people in your new place might not know you, and those in your old location don’t know where you’ve gone.

Letters to your current clients take care of the latter problem. Announcing it everywhere else takes care of the former. (You’re already using social media to drive traffic to your business, right?)

Redirect Correspondence to the New Address

When you announce your upcoming move to your clients, suppliers, and business associates, they can update your information in their Customer Relationship Management system. Then they will be ready when they need to send you their new location announcement letter.

They’ll use it for other correspondence as well. We promise.

Build Relationships With New Customers

Those loyal customers who follow you to your new location are great, but you also want to reach the people in your new area. The problem is, you don’t know who they are and vice versa.

Every Door Direct Mail (EDDM) to the rescue. Send your new location announcement to us, and we will ensure it’s delivered to everyone in the area. Just your friendly, door-to-door, encyclopedia salesperson, only better.

Things to Include In a New Location Announcement

The Reason for Your Address Change

“Enquiring minds want to know.” We’d say they need to know as well.

Take a couple of lines in your letter and share your reasons. Whether you are upsizing, downsizing, or moving to greener pastures, show people how this will position you to better serve your customers. Be transparent.

Contact Details

Add all your contact information on your company letterhead:

  • Your company name
  • Phone number
  • Fax number
  • Website link
  • Email address
  • Mailing address (current)

Your target audience can still connect with you with questions or concerns before you move.

A Statement of Gratitude and Appreciation

This is an excellent time to tell your clients and any vendors/suppliers you work with how much you value your relationship with them. Assure them that you want to keep those relationships in your new location.

Dates the Current Office Would Be Open

If your business remains open while transitioning to the new location, clearly indicate your current or adjusted hours of operation.

The Moving Date and Time

This is the date and time you will be open at your new location.

Go further with this and invite them to join you at your new location. This means:

  • Your existing customers who will be glad to see your new digs.
  • People in your new location who will look at all those customers showing up and think, “Wow, this must be a great business. Look at all those people.”

New Address With Landmarks

You could say, “Our new location is…”, but that is so last season. 

A Personal Closing

End on a positive note. Let your customers know how much they mean to you. It may sound selfish but mention you are looking forward to future success in your new location. 

Office Relocation Announcement Samples

Below are some neat examples of office relocation announcement samples your business can use when it’s time to pack up and go. 

Office Relocation Letter to Customers/Clients

[Letterhead]

Dear [client name]

We are thrilled to let you know that on [date], our office will move to our new location at [address], putting us close to [important transportation hub or landmark].

We want to say thank you. Because of customers like you, we have outgrown our existing office space and need to move. We will close our offices at [current address] on [date] and expect to be in our new location and ready for business by [date].

Please feel free to contact [name] at [email] or [phone number] if you have any queries. 

We look forward to seeing you at our new location.

Sincerely,

[Your name]

Office Relocation Letter to Suppliers

[Letterhead]

Dear [supplier name]

We are thrilled to inform you that [company] will be moving on [date]. Our company has recently seen tremendous growth, necessitating expansion for us to hire additional staff and boost our storage capabilities.

Our new address is [new address]. You can still reach us by phone at [number] and by email at [email].

Though our move is still a few weeks away, we felt it wise to inform you early to give you time to update our address in your system. Please feel free to contact [Name], who will be overseeing the relocation activities, at [phone] or [email] with any queries you may have.

We would appreciate your confirmation of receipt of this letter.

Sincerely,

[Your name]

Extra Tips for Office Relocation Announcements

Be Transparent

Your decision to change locations was carefully thought out. Be transparent about the what, why, and how. This will help you:

  • build trust with your clients and employees by showing you have nothing to hide
  • manage expectations about what is coming
  • avoid confusion, misunderstanding, rumors, and bad feelings
  • keep communication channels open

Take Your Teams’ Feelings into Consideration

Changes, even good ones, can be scary times fraught with emotions and uncertainty. Take the time to listen and address your team’s concerns and objections.

Be Positive

This is a new, exciting chapter for your business designed for long-term growth. Emphasize the benefits, especially if you are downsizing.

Update the Company Website

Write up your move on your company’s website. This is big news for your company, and your landing page is ideal for an announcement. Place it unobtrusively just below the fold.

Or, go for bold and place it front and center with bells on.

Write a Blog Post Announcing the Move

Your move is a part of your business’s story. Write blog posts to showcase your journey, the decision to move, and the benefits ahead.

Utilize Social Media

If you have an established social media presence, take advantage of that. You can use:

  • Facebook and Twitter for text and graphics.
  • Instagram for the initial announcement and photos of the new location taking shape.
  • TikTok, YouTube Shorts, and Instagram Reels for quick video messages.

The beauty of these platforms lie in your ability to spam your target audience with updates. We mean spam in a good way, as in targeted email blitz. 

Use Click2Mail’s Print and Mail Service

Click2Mail has been around since Lee Garvey founded us in 2003. We like to print and mail other people’s mail and think we’re pretty good at it. The USPS agrees.

When to Start Your Office Relocation Announcement

There are hundreds of moving parts for you and your employees to juggle in setting up a new location. Start early to avoid surprises and allow time to address concerns. 

Give your employees as much notice as possible.

Your mailed announcement to your customers and suppliers should land on their doorsteps at least two to three weeks before you move. 

Ready to Get Started?

Well then, let’s do this together. Whether you’re still drawing a blank on what to do (we hope not), or you’ve crafted and polished your announcement until it shines, we’ve got the services and expertise to get your announcement to the people you want to see it. 

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2024-03-28T11:15:45-04:0007/20/2023|Click2Mail Team, Direct Mail Marketing, Getting Started|

How to Create a Successful Bulk Mail Marketing Campaign

In the online age, it is surprising that bulk business mail advertising is still the most effective way to reach people. Advertising is about connecting your brand’s story to your customers, old and new, and connecting your customers to your business.

Using mass mailing, small businesses can increase their brand visibility, generate leads, and boost sales. 

What is Bulk Business Mail?

Traditionally, bulk business mail is a type of mail sent in large quantities for commercial purposes. It includes letters, newsletters, brochures, and other similar materials. Postage rates for bulk business mail, aka Marketing Mail, are discounted compared to regular First-Class mail, and there are many different ways to send it. Keep reading to learn how you can mail less-than-large quantities at discounted rates with Click2Mail.

Bulk mailing requires that the physical characteristics of mail pieces, such as the size and weight of the mail pieces and the type of postage used, be identical. You are allowed to personalize the content of the mailings to each customer.

The USPS gives bulk discounted rates because you do some of their work for them, like pre-sorting the mail into appropriate ZIP Codes.

Benefits of Bulk Mailing

It’s easy to see bulk mailing as just bulk and boring. As a business owner, you want to connect with your customers, right? We thought so. When bulk mailing is done right, you will, and meaningfully connecting with customers is the opposite of boring.

Demographics Targeting

Effective marketing is targeted marketing. By splitting a market into groups based on demographic traits, including age, gender, income, education, and geography, demographics targeting is the smart way to get your message to the people who will benefit most from it.

For example, marketing lawn care products or services to high-rise apartment residents probably won’t be effective.

Flexibility

Use targeted bulk mailing to narrow in on specific demographics, people’s interests, seasons of the year, holidays, and special events. Got any Christmas in July sales coming up?

Take it further by mixing up your mailings and using different formats for different messages. 

Easy Testing

Bulk mailing can be a great way to test different marketing tactics and see what works best for your business. Here are a few ways to use bulk mailing for testing:

  • Different offers: Offer discounts, free trials, or giveaways to learn which generates the most interest.
  • Different messaging: Switch up headlines, body copy, and calls to action to see which are most effective in getting people to take action.
  • Different designs: Change up the layout of your mailings, the colors you use, and the fonts you choose, to see which ones appeal to your target audience.
  • Different targeting: Try different demographics, interests, and behavior to see which ones reach the right people with your message.

Positive ROI

According to Sequel Response, direct mail has an average ROI of 43%  – far more than email and social media combined.

It’s not hard to understand why. Direct mail marketing still seems more personal and engaging. We like the idea of holding something in our hands, even if it’s addressed to John Q. Public or “Resident”.

Minimum Volume Requirements for Bulk Mailing Services

Before you mail in bulk, it’s important to meet the minimums for the type of post you want to send:

  • Parcel Post – bulk discounts require 50 pieces
  • Marketing Mail – requires at least 200 units
  • Presorted Bound Printed Matter – bulk discounts require 300+ units
  • Presorted First-Class, Library, and Media Mail – require at least 500 units

Keep reading to learn how Click2Mail takes the worry out of worrying about quantity minimums.

Types of Mail and How to Choose One for Mass Mailing

Postcards

Want to create an easy-to-read, visually appealing mailing? Use postcards.

Postcards have limited room to communicate your message. Condense the information down to a brief and clear, ‘need-to-know’ basis for your customer.

Well-designed postcards are eye-catching. Use images and colors as story elements.

Letters

Letters provide extra space to communicate your message. Use the added room to make the message personal. Keep them concise, and make sure the content is worth the extra space given. Wordy letters are likely to be classified as ‘TL;DR’, and that’s not good.

First Class Mail

First Class Mail is delivered in 2 – 4 days. 

Use First Class Mail for:

  • Material that is typed or handwritten
  • Bills, invoices, and financial notifications for both personal and business use
  • Personalized business correspondence
  • Time-sensitive marketing messages

Marketing Mail

As the name suggests, marketing mail is geared toward marketing and is sent to a general audience. Many people know Marketing Mail by one of its old names – Standard Mail or Third Class Mail.

Marketing mail includes:

  • Advertisements
  • Newsletters
  • Merchandise
  • Small parcels

Marketing Mail has no delivery time guarantee, no postage-free return of undeliverable mail, or mail forwarding. So, proceed with caution when utilizing it for your business. Marketing mail cannot be used to send medical records, invoices, or personalized business correspondence.

EDDM

Got something you want to get out to a lot of people but don’t have a huge mailing list yet? Want to reach new people that aren’t yet on your mailing list? No problem. EDDM lets you do just that.

Every Door Direct Mail (EDDM) lets you mail to every house on a carrier route without a list because the USPS has routes, typically representing a list of 600-100 homes, lots of them nationwide. You can target any neighborhood or ZIP Code, and the USPS will deliver your mail pieces to every door at a very low cost. 

With Click2Mail, we will print out exactly the number of pieces you need and send them out via USPS for you.

Bulk Mail Weight and Size Restrictions

First-Class and Standard Mail letters and flats must weigh less than 13 ounces.

The USPS also has size restrictions for bulk mail. 

  • First-Class Mail letters and flats cannot be more than 6.125 inches x 11.5 inches x 0.25 inches.
  • First-Class Package Service parcels cannot be more than 130 inches in length plus girth. 
  • Standard Mail pieces cannot be larger than 11 x 14 x 3 inches.

How to Get Bulk Mail Discounts?

If you’re doing it yourself, getting bulk mail discounts takes some work upfront. It starts with a mailing permit and ends with you delivering pre-sorted mail to the BMEU (Business Mail Entry Unit) at a post office. In between those steps, there’s CASS address standardization, NCOA (National Change of Address) checks, a handful of postal forms to fill out, and a few other things, too. Keep reading to learn how Click2Mail makes it easy-peasy.

Precanceled Stamps

Precanceled stamps come in small denominations. Bear in mind that they are only for Presorted First-Class Mail and USPS Marketing Mail mailings. These specialized stamps are placed by mailers onto envelopes at a reduced postage cost, (usually about 15 cents or so).  Any difference in postage costs are paid when tendering the mail to the BMEU at the Post Office.

Postage Meter

Postage Meters are postage printing machines or software platforms which authorized providers lease to consumers. You can use these in your home or office. Keep in mind that meters print postage straight onto your mail pieces or meter tape, which you then attach to your mail.

You will need a permit from the place of mailing to use them and you’ll pay a monthly fee to lease the meter machine .

Permit Imprint

This is the most popular and convenient way to pay for postage. No stamps to lick or meters to take care of. Just set up an account with USPS. When you deliver your mail, the post office checks and deducts the price from your account. No pain and all the gain. 

How to Get the USPS Bulk Mail Permit

You obtain a permit by applying online through the Business Customer Gateway or completing a PS Form 3615, Mailing Permit Application and Customer Profile, available from your local business mail entry unit or Post Office.

You won’t need a USPS bulk mail permit if you’re using Click2Mail – we’ve taken care of that for you.

How to Send Bulk Mail?

There’s the hard way, and there’s the easy way.

DIY Mass Mailing

For the DIY’er, you will need to do these things:

  • Choose how you want to pay for postage.
  • Before you print your email, verify your mailing list is accurate and up-to-date using CASS certified and NCOA (National Change of Address) software.
  • Sort your mail according to USPS requirements..
  • Assemble the mail into bundles and trays.
  • Deliver it to the post office BMEU (business mail entry unit) with the required paperwork.

Click2Mail’s Bulk Printing and Mailing Services

Click2Mail provides quick, easy, and affordable solutions to do the heavy lifting for you. Click2Mail is an affiliate partner of the USPS and has integrated their software with USPS systems and services. We’ve taken care of the heavy lifting – sending bulk mail via Click2Mail eliminates the need for permits, minimum volumes, USPS mail piece design rules, or postage meters. When you use Click2Mail, all you need to benefit from bulk mail postage discounts is a document and a list of people you want to mail it to. 

Conclusion

Bulk business mail advertising techniques have not only stood the test of time but continue to lead the way for effectively reaching customers and generating results. Statistically, when properly planned and prepared they offer a lower CPR (cost per response) and higher ROI (return on investment) than other marketing methods. 

Are you new to bulk mail advertising? Are you already using bulk mail, but doing it all in-house and looking for a better way to create and send your advertising mail campaigns? Contact Click2Mail to see us in action.

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2024-03-28T10:20:41-04:0007/13/2023|Click2Mail Team, Design Services, Direct Mail Marketing|

US Postal Service New Rates

Notice of Postal Rate Changes

The United States Postal Service (USPS) will be increasing postage rates on July 9, 2023. This will affect all Click2Mail customers, and will increase the cost of our discounted postage charges by around 1/2¢ on postcards, 2-3¢ on letters and 8-17¢ on flats. Mail jobs submitted after 8:00 PM EST on July 7th will be subject to the new rates.

We understand that this is not welcome news, but we want to assure you that Click2Mail has no control or influence over USPS rate increases. We continue to offer discounted postage on all First Class and Marketing Mail regardless of volume, and we remain committed to providing you with the best possible USPS service options. We will also continue to work with the USPS to help keep our prices as competitive as possible.

In the meantime, we recommend that you review your mailings and make any necessary adjustments to your budget. To help mitigate the impact of the postage rate increase, we recommend considering the following options:

  • Plan Ahead: If you have any upcoming mailing projects, we suggest finalizing them before the new rates take effect at 8PM on July 7th, to take advantage of the current pricing.
  • Optimize Mailing Lists: Ensure that your mailing lists are up to date and accurate to minimize any potential wastage caused by undeliverable mail.
  • Explore C2M’s Frequent Mailer Discounts: Depending on the volume of your mailings over a 90 day period, you may qualify for volume discounts. Reach out to our customer support team to discuss your options further.

We apologize for any inconvenience this may cause, and we appreciate your understanding.

We value your continued trust and partnership with Click2Mail, and we remain committed to delivering the best software-based printing and mailing solutions for your business and/or personal needs. If you have any questions, please do not hesitate to contact our customer support team at 1-866-665-2787 or [email protected].

We know that you have choices and we thank you for choosing Click2Mail!

Sincerely,

The Click2Mail Team

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2024-03-28T10:04:12-04:0006/29/2023|Click2Mail Team, News|

How to Mail a Letter to a Business (Step-by-Step Guide) 

Sending letters can feel like a lost and dying art in the age of email, social media, and YouTube shorts. That’s a pity because letters are still a great way to connect with people, especially business owners. Here’s how to mail a letter to a business.

Why do Businesses Still Need Mailing Letters?

Surprisingly, it’s about perception. It’s often a “no-brainer” to fire off an email. We send them off without really taking the time to think about what we want to say or how we can craft and polish our message. 

Letters afford us the time to think through our content before sending it out.

Amid the flood of emails that businesses receive daily, a well-written letter stands out. Studies show that people tend to remember information longer from a letter than from online content.

It is an Affordable Form of Communication

So many choices: direct mail, newspaper, television and radio advertisements, social media campaigns, and billboards – see, we made you look. Why send letters? 

Compared to the other contenders, business letters are an affordable and effective tool for communication, especially when targeting local businesses. 

Targeted Outreach

Zig Ziglar, motivational speaker and salesman extraordinaire, said, “The only way to hit the bullseye is to keep aiming for it.”

Paid advertisements in print and social media are excellent ways to reach businesses if you are trying to hit the side of a barn at 100 paces. You want to hit the bullseye painted on the side of that barn. 

With direct mail, you zero in on that bullseye by tailoring your letter to the specific needs of the recipient and the relationship you have with them.

Creative Marketing

You want a letter that sings, dances, paints beautiful pictures, or shreds a searing guitar solo, to capture your reader’s attention. 

Wait a minute. Can my business letter really do that? Yep.

Along with the letter, include:

  • Promotional materials.
  • Coupons.
  • Invitations for upcoming events.

Improved Brand Authority

Your brand authority sets you apart. Business-to-business (B2B) letters:

  • Demonstrate that you are a professional who takes business seriously.
  • Build relationships with key decision-makers you want to work with.
  • Generate positive publicity for your brand.
  • Build brand awareness.

Components of Effective Business Letters

A letter to your friend is like jazz music: free-flowing, polyrhythmic, and occasionally discordant. Letters to businesses are more like classical music (Philip Glass, not Ludwig van Beethoven): characterized by a focus on melody and harmony, with strict adherence to the written score. 

Here is the score on mailing letters to businesses.

Dateline

The dateline shows the date the letter was written. It consists of the month (always spelled out), day (in numerals), and year. 

February 29, 2023, is acceptable (but you can only use that once every four years). Feb. 29, 2023, and 4/29/2023 are not.

Reference Line

Some letters require a reference to items such as files, invoices, account or policy numbers, or orders. 

The reference line is a contextual reference for the purpose of the letter.

Special Notations

Special notations have to do with instructions regarding the means of delivery or on-arrival instructions. They are written in all caps.

They can include:

  • Personal: to be read by the addressee only
  • Confidential: to be read by the addressee or other authorized persons
  • Please Reply Immediately

Use them sparingly. These small bits convey essential information, but they can make a letter look cluttered, and no one likes to read those, especially businesses. They can also create a sense of urgency in your recipient that encourages a faster response.

Inside Address of the Recipient

Working our way down the page, we come to the recipient’s address. 

Here’s how to address mail to someone at a business:

Addressee’s courtesy title and full name: Courtesy titles can be challenging, but a few tips will help you to avoid a major faux pas:

  • Use “Ms.” for a woman you don’t know.
  • When the name doesn’t reveal the gender, call the company to clarify how to address the person.
  • If you can’t clarify the gender, drop all references and use their full name.
  • Use “Dr. Smith” and “Jane Smith, M.D.” for medical professionals and “Dr. Smith” or “Jane Smith, Ph.D.” for academics.

Addressee’s business title, if appropriate: Business titles do not replace courtesy titles. If Jane Smith is the company president, address her as Ms. Jane Smith, President, ACME Widgets.

Name of the business: Make sure it matches their business website, letterhead, publications, or online directories. Even if it looks odd. It’s probably for a carefully thought-out reason.

The full address: a couple of quickies here:

  • Street numbers are written as numerals unless they are part of a building name (One Park Place).
  • Write city names out in full unless there is an accepted abbreviation (e.g. St. Augustine).
  • Write state names in full or use the recognized postal abbreviation followed by the zip code.

Salutation

Now that we’ve gone through all the setup, it’s time to finally say hello to a fellow business. A simple “Dear Mr. / Ms. /Dr. [name]” followed by a colon is the way to go. If you’re on a first-name basis with them in real life, then it’s acceptable to address them that way in your letter. If in doubt, play it safe and use their full name.

But what if you are sending it to an unknown entity at the company?

Forget about things like “Gentlemen” entirely.

“Sir and Madam” and “Ladies and Gentlemen” don’t just sound stilted; they are stilted. “To whom it may concern” is not much better.

“Dear ACME Widgets” is an elegant solution. Of course, you could always call them and ask to whom the letter should be addressed. 

Body

Shakespeare, who liked to write long-winded soliloquies, said, “Brevity is the soul of wit.”

Business letters should only be one page. You have two to four paragraphs to get your message across.

Introduce yourself. Don’t start off with the “why” for your letter. Let the recipient get to know you, but keep it brief and relevant to the letter’s purpose. If you have a connection to the business, mention it here and emphasize something positive.

Say what you have to say. If you want the person to do something for you, show them how they’re doing so will benefit them.

End with a suitable call to action that tells them what you want them to do.

Ending

Like they say, “All’s well that ends well.” 

Your ending is the last thing the business will see. Be friendly and brief. Add an appropriate personal note if you have one. For instance, you could end off with ‘I enjoyed meeting you at last week’s networking group. I appreciated your insight.’ 

Thank them for any services they have already provided.

Complimentary close

For most business letters, you want to end on a friendly note. There are a gazillion terms you can use. We won’t bore you with them – you can look them up anyway if you want to. Your closing should reflect the same tone as your salutation.

Signature

Your handwritten signature goes below the complimentary close, with your typed name below it. Include a courtesy title if appropriate.

How to Mail a Letter: A Guide for Businesses

Step 1. Choose An Envelope and the Format of Mailing a Letter

Choose the right size, material, and style of envelope. Do you remember those large packages you opened up only to find air? Avoid those.

There’s a practical side as well. The postal service machinery can’t always process bulky or oddly-sized packages.

Step 2. Enclose The Letter In The Envelope And Seal It

Take your well-crafted letter, fold it properly, and slip it into its awaiting envelope, then seal it. 

Step 3. Write Down the Delivery and Return Addresses

Write down the correct delivery address legibly. Include your return address for those “return to sender, address unknown” letters.

Step 4. Find the Right Postage

Postal rates change. Make sure you have selected the right postage and affix it to the envelope.

Step 5. Mail the Letter

What’s that Paul Simon song? 50 ways to mail your letter? 

Use Click2Mail API For Direct Mail Automation

All this can be fun to do on your own. But what if you don’t have the time or resources?

Well, that’s where we come in. Click2Mail can automate your direct mail workflow through our API for Direct Mail services. Give us a spin on your next letter campaign to businesses you want to connect with.

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2024-03-28T10:40:54-04:0006/27/2023|Click2Mail Team, Getting Started|

Maximizing Your Direct Mail Fundraising Results

Top tips for direct mail fund raising

If your nonprofit has been disappointed with the results of telephone or digital campaigns, add direct mail to the mix and watch donations soar.

A multi-channel approach that includes well-integrated direct mail, email and website yields a 28% higher conversion rate than digital alone, according to Nonprofit Source. Check out these proven tricks for getting the best return on your investment.

Personalize it.


Using the recipient’s name and full color can increase response by 135%. Adding more database information can increase the response rate up to 500%. Imagine the impact of receiving a letter that addresses you by name, thanks you for your previous donation (including the date and amount) and shows a photo of a specific goal that was achieved with the help of that donation.

Sound like a lot of work? It’s not, thanks to Click2Mail’s automation tools. Just a few clicks create a mailing where every piece is fully customized to the individual donor.

Persuade with positivity.


Draw readers in with a story of a recent success, or how your overall mission is being accomplished. Make it emotional, as that’s why most people give. Provide proof (anecdotal, statistical or visual) that you are saving or changing lives. Emphasize the “opportunities” rather than the needs.

Include engaging images. Happy looking people and animals draw better than sick ones, and photos of people draw better than photos of buildings.

Relate to the recipient one-on-one with frequent use of the words “I” and “you” and references to his/her interests and “valued support.” Include a handwritten signature (or an image of it) of the organization’s leader.

Stick to the goal.


Each mail piece should have one — and only one — purpose. If you’re soliciting donations, don’t add any other communications such as news items; it will only confuse and weaken your message. Save those for a separate mailing.

Create an effective appeal.


Repeat the appeal several times throughout the mail piece. Most importantly, it should be in the last paragraph and again in a P.S. below the signature.

Ask for a specific amount, or tiered options for giving (Basic, Patron, Leadership). Next to the check boxes, show how each amount will help the cause: “$50 buys 36 bowls of pet food.” You could also make the amount a customized field based on the recipient’s donation history.

Avoid using the word “gift.” Better words are “contribution,” “help,” “support” or “investment.”

Create a sense of urgency. Give a deadline for making a donation and the reason for the deadline, such as to relieve a currently urgent situation.

Make it easy to respond.


The call to action should offer clear directions for them to send you the donation. It might be a response card and return envelope, a link to your website page, or a scannable QR code that will take users to the website.

Actually, your website should always be listed in your mail piece for those who want to learn more about you, even if they’re mailing you a paper check.

Follow up.


Sending a follow-up letter a few weeks later makes a huge difference in response rates. For those who didn’t respond to the first letter, say that you haven’t heard from them and repeat the appeal. For those who did respond, thank them and ask for an increased donation.

Even better, plan a direct mail calendar that touches your donors throughout the year, keeping them up to date and making them feel valued in between fundraising letters.

Maintain professional quality.

Even in our digital era, physical mail is valued more highly than email or online ads by all age groups. And the classier it looks, the better it performs. This covers everything from design to spell-checking to the paper it’s printed on. Don’t risk turning off prospects by cutting corners.

Optimize your database for more cost-efficient, targeted mailings. For example, categorize it by people who gave 1 year ago, 2 or more years ago or never; people who’ve attended your events, and so on. Of course, your list must also be checked for duplicate and outdated addresses, which will reduce postage costs.

Click2Mail helps nonprofits create successful fundraising appeals in minutes with a sophisticated array of database and automation tools, powerful design templates, super-fast print-to-mail times and state-of-the-art delivery to the post office. All right from your computer! Get started today, and please feel free to give us a call if you need any help or advice.

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2024-03-28T09:53:40-04:0006/02/2023|Click2Mail Team, Direct Mail Marketing, Mailing Online, News, Tips & Tricks|

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