The Nonprofit FAQ

How should we handle bulk mailings?

A lot of newcomers to fundraising will recognize this cry for help! "I'm stuck in BULK MAIL HELL... I would love to find out the name of such a service...I work at a Public TV station and 3x a year have about 2,000 non-letter flats that need out...The first attempt was disastrous..." Everyone who responded said that the writer should look in the Yellow Pages under "mailing services." They also said that taking a mailing to such a center is almost always more cost-effective than trying to do it yourself. Terri Horvath, author of Spread the Word: How to promote nonprofit groups with a network of speakers, added: "If you have to do the mailing yourself, which isn't always cost-effective, the Post Office should have a bulk mail center. The center has a publication that specifies all information regarding bulk mail including the width of rubber bands, etc. At least if you follow the booklet, the PO will have to accept the blame because it's in print." John W. Gullam, added: "Developing a relationship with a non-profit work center employing Developmentally Disabled adults in your area (with experience in bulk mail) can be an extremely aventageous for both parties, check it out!" This topic was edited by Jayne Cravens Further information from an earlier exchange (-PB): Brad wrote: Hi. I represent a new startup non-profit 501(c)(3), and I have a question regarding mailings (mostly for fundraising): I know that non-profits have a lower postage class than others. But, in order to take advantage of it, must we mail bulk-rate? Or can I just send one letter with a special stamp through a regular mailbox? Gravity Girl replied: Bulk rate only applies to large numbers of the same piece that you are willing to mail at a snail's pace. Examples may be newsletters that are not time-sensitive, etc. There are many regulations regarding packaging of bulk mail, and the post office offers a free class (I know, sounds fun, huh?) Another comment from 27 Mar 1996: I would strongly encourage you to meet with, and retain, a very competent company or individual knowledgeable in direct mail. There are many, many pitfalls and challenges and a good company or individual can help you avoid them. A good partner can also help provide good ideas based on experience that will work. Direct mail is a lot more (and this isn't self-serving, we don't do direct mail programs) than just writing a letter and mailing it. It has really evolved into a science ... and still maintains its status as art. To directly answer the question, I don't know of any way for a non-profit to mail one letter without paying first class rates. There are pre-sort rates, etc. that still go first class, but you either need to sort them yourself or hire a company. For a small non-profit I don't think it would be worth it. Assembly houses are as good as their last job. Our clients have used various non-profits ( usually those helping developmentally disabled) and it works very well. Of course, this is again a non-profit competing with for-profits. Talk to a few of the charities in your area who have successful direct mail programs - and are about the same size. What a Muscular Dystrophy Association or American Cancer Society does for direct mail, probably doesn't compare to your anticipated program. Compare apples and apples. Good luck, its competitive (get professional help) but can be financially rewarding. William Krueger Sylvie McGee wrote 3/31/96: Subject: Re: THE COST OF MAILINGS Check out the references for mailing houses - and in particular talk with the house itself about lead time. Some will not schedule you in until you physically deliver the piece - and then it will be another 4 to 5 days before it goes out. Some can schedule based on your estimate of delivery time. Generally, their ability to manage your mail list, add 9 digit extended zip sort, and code for automatic processing will mean that you end up saving in postage the cost of their fee. Particularly when you consider the actual cost of staff time to prepare the mailing, I think you will find that using a mailing bureau is considerably more cost effective than preparing the mailing yourself. I use a mailing bureau when I prep mailings on behalf of my clients (I'm a consultant), and the only thing I kick myself for is not having started doing it years ago.... One note: most mailing bureaus have some format requirements for both your mail list and your mailing - don't prepare the mailing and *then* look for a bureau - look for a bureau and work with them throughout the mailing process. If you have an established relationship with a printer, they may also be able to advise you on mailing bureaus, since it's likely their larger clients may be using them. From Keith Smith 30 Mar 1996: Brad (& Gravity Girl, too?): Bulk mail is a great bargain, and not wanting to appear to shill for the USPS, they do an amazing job for a few cents. In my town, the PO is set up to serve the 500,000 people, but also one of six regional US IRS processing centres. Bulk mail gets delivered the NEXT DAY! Your local PO bulk mail folks generally will appear rough and gruff, but they thrive on a newbie user who is a quick study. Do not overlook the opportunity to pick up the phone and tell them what a great job they just did with your last mailing. (This ploy confuses and disorients them and reduces incidences of AK-47 "going Postal" syndrome.) Complain if you have a legitimate complaint. Sending out the minimum 200 for a bulk rate is no big deal, right? If you are a dozen names short, send the extras to yourself. Do the math. Also explore buying one of those $30 roll stamp affixers. People tend to respond better to a letter that has a colourful stamp apparently affixed by hand. It is a little more trouble, but buying a roll of bulk rate stamps and giving your mailing a more personalised look can do wonders.