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Tag: handwritten notes

How to Follow up with Volunteers

Posted on by EmMa Matern
INTRODUCTION

Acknowledging your volunteers is just as important as acknowledging your donors, and you can do that by sending out a follow up!

In this article we are going to be looking at why, how, and when to follow up with your volunteers. Volunteers are the powerhouse of the organization! Knowing how to send follow ups and how to make them effective is KEY. Sending out those follow ups as soon as you can will result in a good volunteer experience and increase the likelihood that volunteers will return for more work, and even become donors!

 

WHY FOLLOW UP?

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Following up with your volunteers is important because volunteers are what keeps your nonprofit organization going. Volunteers donate their time and effort for a cause as long as it provides them with the personal satisfaction of doing good for others as well as a positive network of individuals who all care deeply about the cause. It is not only courteous, but necessary to follow up with them to gain valuable feedback about their experience with your nonprofit and give them more opportunities to donate. Follow-ups help volunteers feel in the loop and keep them involved in the work.

Apart from helping with your nonprofit’s mission, volunteers also seek charity work to gain experiences, network, learn new skills, add to their resume, and more. Sending out follow ups to gain feedback is beneficial to your organization and to volunteers. You can then use that feedback to improve your programs and it will increase the likelihood of volunteer’s returning, sending referrals to your organization, and building relationships.

Once you have established good relationships with your volunteers, it could result in them turning into donors down the line!

 

HOW?

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Following up with your volunteers can be as easy as sending an email. The point is to maintain good communication. But it is a good idea to show effort in the way you follow up with them. The way to show effort can be evident in how you follow up and what you say in your follow up.

 

3 Points to Always Include in your Follow Up:

  1. Acknowledgment of Gratitude: saying thank you in a personal way

  2. Progress Made: letting them know how their efforts have helped the cause

  3. Include a Survey: to gain insight of their experience

 

Make sure when you follow up with your volunteers, it reflects that you spent time and effort in contacting them. Volunteers put their time and effort into helping your organization, so you should do the same! Handwritten and personalized notes are an excellent way to show volunteers that their contribution is valuable and recognized. You should make it easy for them to respond back to you by including your email, phone number, or social media information.

 

WHEN?

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A good time to send a follow up is as soon as possible! Try to aim to get those follow ups out within one week of their experience. This is especially important when you want to gain feedback from your volunteers. This is because their experience will still be fresh in their mind. It will also add to their experience to get that extra thank you soon after they spent time volunteering. When you maintain good communication, it builds relationships. Strong relationships with your volunteers will turn into strong donor relationships! It is all about the long game!

 

CONCLUSION

To wrap things up, we covered why, how, and when to follow up with your volunteers. It is important because volunteers are essential to keeping operations running. A follow up can be sending an email to writing a letter, but remember to put in effort so that volunteers feel their work is being reciprocated. The sweet spot of sending out follow ups is within one week or as soon as possible.

GET OUT THOSE FOLLOW UPS!

 

BONUS TIP

Want to know how to increase your average donation amount? Here are 9 easy steps that will tell you just that!

Want to level up your direct mail? Contact us.

Authentic Communication with your Donors

Posted on by EmMa Matern
INTRODUCTION

The nonprofit sector is in the business of people-helping-people. What better motivates people-helping-people than being authentic!?

This blog contains vital information about maintaining authentic communication with your donors. The 3 main takeaways are: Be true and consistent, attend to your donors, and create personal experiences. Adding personalized and specific details to your communication methods will make all the difference.

 

BE TRUE AND CONSISTENT

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All nonprofit organizations have a cause that they are passionate about. Before you communicate with your donors, you need to establish a set of values and beliefs that your organization follows. Make sure when you set up those values, you are being true to yourself and to your cause. To have authentic communication, you need to BE AUTHENTIC.

Once you identify your core principles, you must represent them in every message and any form of communication. You may not be popular with everyone, but at least you will be showing community members that you are true and consistent. The main point is to stick to your set of values and beliefs, but there are more Principles for Authentic Donor Communications that Build Relationships.

 

ATTEND TO YOUR DONORS

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Make sure to put effort into focusing on your donors. Remember, without your donors you can’t support your cause! Maintain relationships with donors by consistently communicating and creating opportunities to connect with them.

There are various ways to stay connected with your donors and maintain authentic communication. You can schedule regular meetings in person or virtually to provide the opportunity to interact with them. This is the time to have discussions about your organization’s progress and get the opinion of the members. You can ask questions like: Why are you passionate about the cause? What is your preferred method of communication? How would you like to take action?

You can also connect with your donors by sending them information via digital and physical communication methods.

 

WAYS TO CONNECT WITH YOUR DONORS

Social Media
Community Events
Newsletters
Impact Reports
Thank You Notes
Website Blog
Google Forms Questionnaire

 

The main focus should always be on your donors, so you can build authentic relationships.

 

CREATE PERSONAL EXPERIENCES

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To keep up with authentic communication, you can create personal experiences! How do you do that? Well, make sure to keep donor profiles and use their names when sending emails, newsletters, donation cards, impact reports, and postcards. It is also important to consistently send messages to donors and volunteers to let them know your organization is working hard for the cause.

A little bit of effort goes a long way, especially when you want to create personalized  experiences. Emails and text messages only go so far and are often overlooked, so it is important to seek other forms of communication. Sending handwritten note cards and direct-mail packages addressed to specific donors, tells your members that you value their support.

 

CONCLUSION

To summarize, figure out what your nonprofit is passionate about helping, stick to your values and beliefs, focus on including your donors, and organize personalized experiences that show your donors how much effort you put in.

BONUS TIP

Put the effort in and delight your donors with a handwritten note!

Want to level up your direct mail? Contact us.

How to Make a Thank-You Note More Memorable

Posted on by Ilan Mann

Thank-you cards are a straightforward concept: they convey gratitude for a kind deed, statement, or gift. For the writer, the formality of a handwritten thank you might be overwhelming. Many individuals underestimate the impact of a handwritten thank-you note. With so many new forms of communication, it seems like a hassle to do anything more than send an email, text message or phone call.

A handwritten thank you note, on the other hand, conveys far more. It says that you took the time to sit down and say thanks to those who did something that helped you out. A handwritten thank-you card is the perfect way to express gratitude to someone, regardless of the context.

We understand that many individuals struggle with deciding what to put in a thank-you note. Many folks think that the wording must be flawless before it is signed, sealed, and sent, which might lead to procrastination on the part of the writer. However, a poorly-worded letter brimming with sincere passion is preferable to one that was never written in the first place.

We know that people often struggle with what to put in a thank-you card. In an attempt to make the process of writing personal notes easier, we’ve compiled a short list of instructions to make sure you get it right with your thank-you note – even if you use a service to write them at scale.

Use a Friendly Tone

As previously said, writing a thank-you note creates a more personal connection with your recipient than sending an email or text. However, if you use the wrong tone, you can harm the relationship you are trying to create.

If you write in a formal manner, you run the risk of creating separation between yourself and your customer. Instead, try and maintain a friendly and approachable tone. Forget about formalities, even if you’re writing on behalf of a company or to a business contact. Consider how you would express yourself if the receiver were present and conversing with you in person. Use ordinary turns of phrase rather than overly complicated or advanced jargon simply because it sounds impressive.

Remember to be genuine. Even if you maintain your tongue firmly in cheek in your note, humour might get lost in the written word. If you don’t know the receiver well, forgo humour and communicate from the heart. Don’t go overboard, since gushing might come across as insincere; but write with genuine thanks.

Maintain a Positive Approach

Some gestures, no matter how noble the intent, might fall flat at times. You know you should thank them for what they’ve done for you, but something didn’t seem quite right. For example, the customer wasn’t all that polite, or a donor gave less than you had hoped. Perhaps an employee or volunteer worked extra hours, but you did not receive the desired outcome. A thank-you note is not the appropriate venue for conveying what went wrong. Instead, concentrate on what you liked about the gesture.

For what it’s worth, there may never be a good time to express your displeasure with the gesture. It is frequently preferable to think long game and maintain excellent relationships as a result. Criticize individuals for their efforts, and they will be less willing to volunteer for you in the future.

Leave Out Any Sales Pitch

The purpose of a thank-you message is to express your thanks. Refrain from turning your message into a sales pitch. When drafting thank-you cards for professional objectives, this step might be quite challenging. We know that communicating with customers is often about marketing or promoting, but you’re better off resisting the urge.

When you include any kind of a sales pitch in your thank-you card, it contradicts your original goal and makes your note appear disingenuous. Sales pitches should be reserved for marketing campaigns. They have no place in thank-you notes or cards.

Mention Specifics

To personalise each thank-you card, it is critical that you include precise information in your expression of gratitude. Do you want to say what this individual has done to deserve this gratitude? You want to personalize their acts as much as possible, to avoid your thank-you coming off as generic or cookie-cutter in nature. Mention a specific transaction or the circumstance. Reference as many details as possible and why they are important. It is rewarding to know that someone appreciates you.

Remember: the impact they had may not be apparent to them, so it is critical you get specific so they can connect the dots. Examples of how to add detail include: “You really went above and beyond during our latest fundraising drive” or “I appreciate you referring XXXXX to me.”

End Your Note Warmly

Make sure the way you conclude your thank-you note makes a good impression. Your closing remarks should be friendly and personal. Both “Warmest regards” and “With gratitude” are safe bets. Try “With love,” or “Love and appreciation” if you’re extremely close to the recipient. If you’re communicating in a religious context, “God bless you” or “Blessings” may be appropriate.

Reduce the number of official sign-offs to a bare minimum. While “With Regards” and “Yours Truly” are appropriate business letter closings, they will seem cold and uncaring on a thank-you note.

Write Your Thank-You Note Today

Your thank-you note should be short, sweet and sincere. Long messages sound like a burden to read and might seem insincere. Don’t write lengthy stories in these notes; simply convey your gratitude without fanfare or fuss.

After all, the purpose of a thank-you note is to express your gratitude. Keep your message short and personalized, limit the sales pitch if at all possible, use specific and clear details, end with a warm sign off. If you keep these proven approaches in mind, before you know it you will be a total pro when it comes to writing thank-you notes.

Want to level up your direct mail? Contact us.

6 Ways to Shake Up How You Say ‘Thank You!’

Posted on by Ilan Mann

It isn’t always what you say that matters nearly as much as how you say it. That is something businesses, charities, non-profits, and individuals need to understand when it comes to saying “thank you.” To give you some help, here are six methods that can completely transform the way you say thank you to others, setting the stage for more robust, more meaningful relationships.

1. Send Handwritten Thank-You Cards

It’s just two little words. But saying “thank you” can shape the scope of future relationships, business partnerships, and friendships. In other words, saying thank you mattress – much more than you may realize.

This is why handwritten thank-you notes carry so much weight in our almost fully digital world. Not convinced? Here are a few reasons why it’s better to send handwritten thank-you notes than their digital equivalent:

  • In a digital world, handwritten notes and messages stand out.
  • Taking the time to write the message makes it look and feel more personal and heartfelt.
  • Carries more meaning to those receiving the thank-you message.
  • A handwritten note comes across as more thoughtful on your part.

As you can see, there is a lot to love and appreciate about the beauty and benefit of sending handwritten thank-you notes to customers, donors, business associates, and those who have given you gifts or to whom you are grateful for any number of reasons. They can make a world of difference in job interviews, scholarship applications, and so much more.

2. Be Specific About Why You are Thanking Them

Brevity may be the soul of wit, at least according to Shakespeare. But it is specificity that is the soul of gratitude. Be specific about why you are sending a thank-you card if you want your card to carry more weight and meaning to those receiving it.

If you’re thanking donors, mention the specific monetary donation, donation of time, or donation of items (dog food to animal shelters, for instance).

If it is for your business, mention specific details to make the message meaningful and ensure that those receiving your thank-you message understand it was intended for them, for their particular gift, and not a blanket response sent to everyone.

The goal of handwritten notes when email and form letters are so predominant is to make those receiving the notes feel special and appreciated. Make sure the content of your letter or message serves that purpose. Specificity helps.

3. Include Something Extra

This is your opportunity to really stand out and be memorable when sending thank-you notes to your target audience. It doesn’t have to cost you much at all, other than a bit of time and creativity to send a little something extra, but it can carry a world of meaning to the person receiving your thank-you message.

For instance, businesses might send a gift for a specific discount, free shipping, or some other perk concerning future orders. Or, you could send a particular item you offer or a promotional product you reserve for VIP clients, trade shows, expos, and other similar events. The nicer the item, the more weight it will carry when it comes to being memorable. However, you do not have to spend loads of money to make your message feel heartfelt.

For non-profits and charities, that little something extra can include photographs of their donation dollars in action. Whether it is photos of wells being dug for clean drinking water, children being educated around the world, gift bags for cancer patients, or something else entirely, people love to see their good deeds in action. Use this as an opportunity to show them the results of their donations.

4. Address Recipient by Name and Include Personal Details (If Possible)

Relationship-building is vital in the world today. Relationship marketing is undoubtedly a valuable tool for marketing goods and services. It is an essential tool when working with donors for charitable organizations or non-profits.

It is a two-way street, though: you have to get to know the people who support your business or cause – and you must allow them to get to know you.

Make your thank-you notes personal by addressing them by name and revealing personalized details about why their gifts, time, talent, donations, help, etc. are so meaningful to you on a personal level. It may be business for you, but it is often personal for them. Giving them a little bit of yourself in return helps them feel engaged in the process and better inclined to participate again, whether through donations, purchases, or some other method.

5. Communicate Your Gratitude

This one is a little more difficult for the average person. However, it is something that will transform the way you say “Thank you!” It will also kick the impact of your thank you message up a notch or two to those who receive the message.
Saying “thank you” is important. However, when you make them understand how truly grateful you are and the other person’s impact on your life, business, cause, etc., the message becomes more meaningful. They feel your gratitude because they understand better what their gift, time, attention, purchase, or donation meant to you.

When people feel appreciated for their efforts, no matter how large or small, they are more likely to go out of their way to make an effort again. In many cases, they will even double their efforts in the feature because they felt your gratitude and appreciation.

6. Showcase Your Personality

Another great thing about a “Thank you!” note is that it is a more informal means of communication. That allows you to showcase your personality a little. Whether you (and by extension, your business or organization) have a fantastic sense of humour, are a little bit of a geek, or are a total nerd at heart, let your personality shine when sending thank-you notes. This helps your audience feel a greater kinship with you and aids in the relationship-building process. The more of your personality they see, the better it is for your future interactions.

Now all you have to do is get started. Our writing services help will take your “thank you” notes to the next level. We can help you write authentic handwritten thank-you notes at scale that stand out from the crowd and make an impression with your audience. Contact us today to learn more.

Want to level up your direct mail? Contact us.

5 Easy Ways To Market Your Small Business Using Handwritten Notes

Posted on by Ilan Mann

Handwritten notes are a tried-and-true method of communicating with new or prospective clients. Writing a customized handwritten message demonstrates there is a person behind the scenes at the heart of your business.

Because personalized, handwritten messages are a forgotten craft, they are very effective. Consider: when was the last time you received a handwritten letter instead of an email or a Facebook message? Those posts may be highly efficient, but a handwritten card transcends the transitory nature of our digital inboxes and provides something substantial and meaningful.

Let’s take a look at some fantastic ways you may utilize handwritten notes to promote and develop your small business.

Thank Them For Their Business

It is important to start with the fundamentals. Thanking your new customers or clients for their business is a simple gesture that shows them that you appreciate their decision to choose your company.

A thank-you note should convey this sentiment in writing, using a pen and paper (and even a robot!) instead of an electronic form of communication. Your gratitude can go a long way in developing a lasting relationship with your customer. As we outline in this article, make sure you send your thank-you note in a timely manner; otherwise, your customer may forget about the transaction (and you).

Send Personalized Birthday Cards

What could be a more unique and personalized opportunity to reach out to your customer than to commemorate their birthday? Recognizing their birthday by sending them a handwritten note will help create familiarity with your clientele, which can later translate into a deeper, long-term relationship.

Sure it may take a little extra effort, but it’s worth it to make your customer feel appreciated. Too few businesses send handwritten cards, let alone cards that aren’t directly related to a sales transaction. So you are sure to stand out by following this approach.

To keep track of information specific to each customer such as birthdays, choose a reputable Customer Relationship Management platform to help automate this process. By using a CRM, you can keep all customer contact information in a single place so that you can easily send out birthdays and other critical time-sensitive messages to your customers.

Send a Note After a Networking Event

Regular networking is excellent, but incorporating a strong follow-up is even better. When you meet someone at an event, make sure you send that person a quick note a few days afterward, which will reinforce your connection.

This approach is an easy way to connect with someone who may not necessarily realize that you can add value to their business while developing a deeper relationship with them than the initial (and often casual or shallow) connection made through the networking event.

They will also appreciate that you took the time to continue a conversation in another way. A handwritten note will help them remember you and your company when they eventually need products or services, allowing you to gain even more value from networking.

Write a Handwritten Note of Encouragement

We all go through tough or challenging times. So when someone reaches out to you during a particularly difficult (or otherwise notable) situation, you are sure to remember it. If you notice someone standing out – for whatever reason – be sure to send them a note of encouragement. This gesture will let the person know that their actions haven’t gone unnoticed and are appreciated by others, including you.

When someone is outwardly positive, acts with integrity, or stands tall in the face of a challenge, you should use that opportunity to let them know that they aren’t alone. Sending a personalized, handwritten note or card to a person who has demonstrated confidence or positivity can greatly influence the way they view themselves, their business – and you.

Prospect A New Target Area

We’ve talked about prospecting elsewhere on this blog. When you are looking to build your business in a new territory, you have to get the attention of potential local customers. What better way to do that than with a personal note or card?

Again, this is an opportunity for you to stand out from other potential competitors who haven’t taken the time to create and send a handwritten note to people who live or work locally. This handwritten letter should include helpful information about your business, how you will be of benefit to them, and a brief description of your products or services.

A handwritten letter to local businesses or households is an excellent opportunity for you to introduce your business to influential community members who can help you establish relationships with even larger networks of neighbourhood people and businesses.

Get Started Today

These are just a few ideas on how to market your business to new or potential customers. As we have seen with so many of our clients, a handwritten card can be an effective way to continue building strong relationships with current customers and prospects alike.

If you’re looking for more ideas on how to market your business, contact us today. We’ll be happy to discuss what we can do for you to help grow and expand your customer base.

Want to level up your direct mail? Contact us.

7 Most Common Business Thank You Note Mistakes

Posted on by Ilan Mann

It’s common knowledge that a thank-you note is an essential part of business etiquette, but believe it or not, there are many ways to do it wrong. As we have written about here and here, there is nothing more effective than a handwritten thank you card when it comes to winning new clients and increasing sales in your business. And in today’s digital age, sending a printed note is even more important.

However, many business owners don’t take advantage of this key business practice to the degree that they should. There are many reasons for this that we will discuss in this article, but today I want to focus on the most common business thank-you note mistakes.

While we are big fans of thank-you notes as a general rule, misunderstandings over proper etiquette and even when to send a card can weaken or even harm customer relationships. To avoid the seven most common thank-you note mistakes, read on.

Not sending the note soon enough

The sooner your company sends a note after any transaction or touchpoint, the more likely it will be read and remembered by the person who received it. It might seem like a small thing, but in today’s busy world where people get hundreds or thousands of emails every day (and forget most of them), this simple step can make all the difference.

If your company is in the habit of sending thank you notes more than 72 hours after every job or transaction, chances are that many recipients will forget who sent it and why. The sooner a personalized note arrives, the higher its impact – especially if they received hundreds of other generic emails, text messages and memes in between.

Sending a generic note without any personalization or connection
We get it. A form letter is easy to replicate and send out. Just print and mail. If that’s all the company is doing with a thank-you note, it may not cut it. Sure, a form letter might work for the first few customers who receive it, but after that, recipients will see it for what it is: an automated gesture to boost your business’s sales without any genuine care or connection behind it.

Instead, make sure your thank-you note is tailored to the individual. Personalization will inspire a response and have recipients seeing your business as an interested party in their lives, not a faceless vendor sending out blank cards for marketing purposes. Include as many details as you can, including the customer’s name, a mention of the product or service and the date of the transaction.

Making The Thank-You Note All About You

The intended purpose of a thank-you note is to make customers feel appreciated, especially if you already provided an exceptional product or level of service. However, what you want to avoid is making them feel like they are getting an advertisement from your business.

That means the focus of the thank-you note should remain squarely on the customer, not on your company. Sure, you should acknowledge the importance of your products and services – indirectly. But a thank-you note is not an opportunity to brag about what makes your company great.

Instead, think of this: if someone did something nice for you (e.g., bought a product or service from you), would you want that person to talk about him or herself the whole time? Probably not. The same is true for thank-you notes: make sure they focus on the customer and their needs, not you.

Going On Too Long

When it comes to thank-you notes, less is more. You want to keep your thank-you note short and sweet – preferably less than 200 words. Long paragraphs and multiple pages are too much, even for a wonderful customer. If you feel that you want to say more than you have room for in your note, that’s okay. Just send a shorter thank-you note and explain that there will be more follow up in the future.

Remember that every touchpoint creates an opportunity to strengthen (or weaken) the impression your customer has of your company – and you. So make sure that every word of your thank-you note is carefully chosen and adds value in some way.

Not Saying Anything Of Value

This is related to the last point. When you are sending a thank-you note, you should still be doing it for a reason. A good thank-you note can communicate a lot in few words. Use this as an opportunity to communicate what is important to you: trust, quality, originality, customer experience or meaning – to name a few areas.

This is an opportunity to express the values you hold dear and the beliefs you stand behind. If you’re not saying anything of value, then your customers probably aren’t getting anything out of reading your notes.

Writing An Email Instead Of A Handwritten Note

I doubt you are surprised that the team behind Postalgia would recommend handwritten notes. But admitted bias aside, there is value to sending your customers a physical, handwritten piece of mail.

There is a sense of appreciation and care that can just come through in the touch, feel and use of an actual thank-you note. It’s tactile. It feels good to receive it. It takes effort to send it. It’s memorable.

While email is generic and unremarkable, handwritten notes are the opposite. So if you have the time and ability to send a thank-you note in person, then your customers will appreciate it. Not only does this show that you care – which is what a thank-you note is all about – but also that you took the time to put effort into their appreciation of your business.

Forgetting to send out thank-you notes altogether

Lastly, one of the big mistakes is not sending out customer thank-you notes at all. This is a big no-no. Your customers deserve to know that their business means something to you.

If it just slips your mind, then make sure you get on top of things as soon as possible, preferably within 72 hours of the customer interaction, as per tip number one. And don’t tell yourself that they “won’t care”. They will.

Instead, think of the thank-you note as an opportunity. With just a few words, you can express gratitude for their business and all the ways it truly matters to you. Be genuine, be brief, and be grateful. You don’t need to reinvent the wheel, just focus on what’s important: your customers’ happiness.

Wrapping Up

Sending thank-you notes is a powerful tool for deepening your relationship with your customers. But it is important to do it right. By avoiding these seven mistakes, you can help ensure that you get the most out of this important activity.

Of course, the most important step is resolving to include thank-you notes as a key part of your sales process. Are there any other examples of common mistakes that you see small businesses make when writing their thank-you notes? Please share your thoughts in the comments section below.

Want to level up your direct mail? Contact us.

Delight Your Donors With A Handwritten Note

Posted on by Ilan Mann

When was the last time you received a personalized handwritten letter in the mail? According to recent statistics, it’s pretty rare. Based on data from the Postal Regulatory Commission, the average American receives only ten pieces of personal mail per year. We (the royal we) just don’t send mail that much anymore.

So when anyone gets a handwritten note, it is by definition extraordinary. Why not take advantage of this fact to delight your target audience? Why send an email or a generic piece of direct mail when you can send something remarkable? Let’s talk about how this can work for you.

If you are a nonprofit organization, charity or political party, a handwritten note will leave a memorable impression and help you stand out in a sea of generic ad pieces. Let’s take a quick look at why handwritten mail has such a positive impact on our clients.

Handwritten Fundraising Letters Get Read

Fundraisers know that no matter how strong a written piece is, it might as well not get sent at all if it doesn’t get open or read. Why don’t generic pieces work? Simple. Mailboxes today are filled with a steady stream of junk, bills and notices from the tax collector you’d probably like to avoid. Not exactly an occasion your donors look forward to each day. Let’s face it: most pieces end up going directly into the recycling bin.

But the numbers around handwritten notes are clear: they get read. Email marketing has an average open rate of 22%. Not bad, but when you compare that to handwritten mail – which enjoys an open rate of 99% – the advantages are clear.

And when you think about it, it makes sense. It’s hard for new donors or even major donors who give regularly to ignore an envelope with their name and address handwritten on the front.

Nonprofits and Charities Can Showcase Their Creativity

There is nothing that says donor communications needs to be boring. This is a big advantage that handwritten mail has over generic email or SMS messages. A handwritten card is the perfect creative platform to showcase your organization’s personality or that of your executive director, board member or other staff you’d like to highlight in your next fundraising piece.

Here at Postalgia, we encourage clients to get creative with every element of a handwritten piece. They can choose the type of paper or card or even select the type of handwriting and ink colour! No other form of communication is as rich in detail and personality as handwritten notes. You and your team can really put your stamp on it – figuratively and literally.

Handwritten Thank You Letters Are Powerful

One of the many reasons why handwritten notes are so powerful is that the recipient intuitively knows that putting a note in the mail takes much more effort than sending an email or text message. Because everyone at one point in their lives has taken the time to write a letter, put it in an envelope, find an address, throw on a stamp and toss it in a mailbox: they instinctively know the effort that goes into putting something in the mail.

After all, donor relations is all about creating a personal relationship between the organization and the prospective donor. Showing a donor they are worth your time and effort illustrates how important they are without saying it directly.

Combined with personalization (adding a donor’s name, fundraising campaign they donated to, the amount given, who referred them, etc), a handwritten note will make your donors feel seen and appreciated, in turn making them feel good. These personalized notes can and should be a key aspect of your donor outreach efforts.

Adding a personal touch by sending your audience a handwritten piece will go a long way to strengthening donor retention and expanding your donor base.

In fact, there are many unique opportunities to incorporate handwritten mail into every part of your fundraising strategy. To give you some ideas, here are a few that we recommend to the organizations we work with:

A personalized thank-you note to a first-time donor from the executive director;

  • A year-end personal note from the desk of the Board Chair;
  • A handwritten note thanking the donor for an online donation;
  • A note to a lapsed donor highlighting your organization’s accomplishments since the last time they gave;

By taking the time to send handwritten mail at every opportunity, you will stand out as an organization that went the extra mile to show some gratitude.

Get Started Today

If you want to make an impact and a positive impression with your donors, add a handwritten note to your next fundraising campaign. It will help you stand out in a sea of generic solicitation pieces, and it is sure to have a positive impact on your donors.

If you want some additional tips, click here for suggestions on how to make small donors feel important or reach out to our team to help you create a customized plan that works for you.

Want to level up your direct mail? Contact us.

Six Things to Avoid in a Handwritten Thank You Note

Posted on by Ilan Mann

When you receive a handwritten thank-you note from someone, it’s one of the most thoughtful gestures that person could make. It shows that they took time out of their day to write something just for you. The same goes for your clients.

Writing a handwritten thank-you note to clients is a great way to show them how much they mean to your business or organization while creating a deeper personal connection.  Unfortunately, many small business owners often don’t write thank-you notes or cards. Yet studies show that we often underestimate the value of personalized thank-you letters because they aren’t sure where to start or what to include. Our take: it’s a powerful tool you should be using.

If you want to add a personal touch to your business, a handwritten card is a great way to do it.  That being said, there are some things that should be avoided when composing one of these notes. Here are six major pitfalls to avoid when crafting a handwritten thank-you letter.

1. Don’t send a generic thank you

If you decide to send a handwritten note to a client, make sure it’s personalized. Generic messages are impersonal and show that you didn’t take time out of your day to create something for your customer specifically.

It’s easy to personalize a letter if you’re using Contact Relationship Management (CRM) software and even easier with some creativity. Even without using a CRM or spreadsheet program, take time to introduce your customers by name when expressing gratitude for their patronage: they’ll appreciate it! And never forget that spelling is important–accuracy will help maintain trust and avoid offence in this fast-paced world.

2. Don’t be too formal

The thank-you letter is a great way to express gratitude for the time and money donors, customers, or supporters have given. Your message must be both warm and sincere, which can mean different things depending on who the recipient might be. The tone of voice that you use in your note should be friendly and personal.

Keep in mind a friendly tone of voice helps make sure people don’t stop reading after just one sentence, too.  So think about what a note would sound like if it came from an old friend instead of some corporation when crafting yours.

Depending on the culture of your organization, you may have a standard way to address a customer or donor.  Some say “Mr.” or “Ms.” while others may call them by their first name. Avoid guessing at the best title for them – only use one that has been specifically stated in advance.  You can’t go wrong with using their first name.

3. Don’t wait too long

When sending a thank-you note, it’s best not to wait so long that your customer forgets having done the thing you’re thanking them for. The slower they receive a response, the more likely they’ll forget the details of the interaction. That’s why follow-ups can’t be delayed for too long.

It’s going to take some time for your note to get finished, stamped and mailed – it’s not called “snail mail” for nothing!  So send a letter to your customer thanking them for their business as soon as you can after the transaction.

4. Don’t hide your company’s personality – or yours

It’s important to be yourself when communicating, not just because it can help you come across as more genuine, but also so the other person knows they are communicating with a real person.

Consider what your company or non-profit is about and how you would want to articulate to a customer or client for them to understand you and your company or organization better at an emotional level.

Don’t forget to include hints of your company’s personality!

And make sure to showcase your own personality, too. You’re a unique individual – don’t ever be afraid of letting that show.  Don’t forget it’s one-on-one communication, so the recipient will likely appreciate hearing from you at an authentic level rather than just another generic message sent out by any small business or organization communicating with a sea of customers.

5. Don’t ask for anything in your thank you note

Don’t ask for anything in your thank-you letter. A thank-you note’s only role is outreach: to make the customer or donor feel good and provide sincere thanks. Full stop.

Though it might be tempting to include a new piece of information – such as telling them about another service or selling some tickets to an upcoming event – don’t do that.  If you do, then your gratitude will not seem genuine, which could leave them feeling unappreciated instead of valuing your gesture of thanking them.

6. Avoid talking about your company or your goals

Similar to the last point, a thank you note should be used only to say thanks. It’s not the time for touting your company’s accomplishments or goals; it’s a chance to express gratitude and recognize a customer’s contribution to your success.

This is, however, the perfect time to be thoughtful in your thank-you note. Make it all about them, not you. Take some time and put yourself into their shoes, remembering that they could have taken their business somewhere else: they deserve a little appreciation!

Thank-You Notes Are A Powerful Tool

The right way to say thanks after doing business together might not always come naturally or easily. But once it becomes a regular part of your business operations, you’ll find it is an effort worth doing.  It’s an opportunity to say thanks and let your donors, customers or supporters know how much they are appreciated.

Lizzie Post, the great-great-granddaughter of the etiquette guru Emily Post, highlights the power of a personal note: “There’s something very lovely about the personal, physical touch of someone’s handwriting on an actual piece of paper that arrives at your door.”

The first step is deciding to send a handwritten thank-you letter to build relationships with your valued contacts. Using these rules, you will ensure that the message in that letter or note has a big and lasting impact on the recipient.

Want to level up your direct mail? Contact us.

Three ways to frame choices and get better answers with direct mail

Posted on by Ilan Mann

Every day, people make decisions. We make those decisions of our own free will. Or do we? Consider: you walk into a grocery store to buy a carton of eggs. We want to buy one thing: that carton of eggs. But then we pick up a loaf of bread, primed by a bright yellow “For Sale” tag that tells us the loaf is a steal. Then we notice a chocolate bar at eye level and grab that too. We’re home-free to the checkout line, but then we notice a bag of chips right below the register. We buy chips too!

Yes, we are free to make our own decisions. But in making decisions, we face what behavioural psychologists call “choice architecture.” It refers to the context and conditions of a decision that shapes our choices. By shaping those choices, we influence them. So, for instance, we are more likely to buy products at eye level. We are unconsciously primed to buy a product when it seems cheaper than normal.

These and other tactical framings of choice architecture form the basis of nudge theory. It’s a popular movement of psychological insight in marketing, government, and every area of human life. It’s all based on a simple idea: How can we frame peoples’ choices to encourage better choices?

You can integrate the insights of nudge theory into your direct mail campaigns. Here are three ideas for how to be tactical about choice architecture. These ideas will help you get better results through your direct mail campaigns.

Help readers stick with the crowd

You’ve heard the adage that humans are social animals. But that’s so much more than conversation and cliques; social life requires much unspoken cultural understanding. From firm handshakes to eye contact in conversation, unspoken rules define social life. These social norms can be powerful tools: psychological cues to encourage particular behaviour.

For instance: littering. In 1990, researchers wanted to determine what social cues might encourage people to litter. Their results found that participants were more likely to litter in a space where litter was already present. They were even more likely to litter after watching someone else litter first. But they were less likely to litter when they saw neatly-swept piles of litter in the same space. These subtle cues set the norm for whether it was acceptable to litter in the area or not. People responded right on cue.

How can we use this in handwritten letters?

Use your letter to show readers how most people are behaving in a given situation. They will aim to ride with the crowd. British taxpayers late on their return received letters with social norm messaging, like “9 out of 10 people in your area are up to date with tax payments.” Recipients of these letters were 15% more likely to end up settling their debts. Find ways to establish similar social norms in your own letters. For instance, share a fact like “9 out of 10 donors donated at least $100.”

Research shows that the social norm effect becomes even more influential when visualized. Show the people setting the norm. Britain’s Behavioural Insights Team once worked with a client to encourage greater employee charitable giving. All employees received a card from an existing donor to the charity, explaining why they give and why employees should donate. A control group received the same card but with a picture of the donor. This control group gave at much higher rates than the non-control group. For example, why not throw in a picture of yourself if you’re a realtor mailing potential clients?

Anchor readers’ choices to encourage the best option

Let’s say you walk into a high-end clothing retailer. You see a t-shirt priced at $1000. “That’s ridiculous,” you think. But a step later, you see another t-shirt “on sale” for $200. Still a ridiculous price for a shirt? Yes. But you’re now primed to see that $200 t-shirt as a bargain because the first shirt you saw set your expectations. Psychologists call this the anchoring effect. The first information received about a particular subject will distort our thinking.

This effect is so powerful, it can undermine our objectivity. And it can manifest in ridiculous ways. One study showed participants the last two digits of their social security number and then asked them if they would pay the same amount as those digits for a series of products. There is no connection between the two. The price of a chocolate bar shouldn’t be set to $21 if the last two digits of your social security number are 21. Yet, the study found that those with higher digits priced the same items at higher amounts. That’s how powerful this effect can be.

How can we use this in handwritten letters?

Here’s one way we can put the anchoring effect to good use in fundraising letters. Let’s say you are mailing donors on behalf of a food bank. Open the letter with the number you’re hoping these recipients will gift. Even the presence of the number will prime readers to give that amount. For instance, you could write: “It costs our food bank $100 to feed one client for a week.” Then, later in the letter, ask for $100. The anchoring effect will go to work in priming potential donors to give your preferred amount.

Don’t ask readers to take action. Give them a plan to take action.

You’ve decided you want to lose 20 pounds. Good for you! But we’ve all seen the following happen. We commit to weight loss, cut back on meals or exercise a bit more, then fall back time and again. The ones who make it happen are always the ones who put together implementable plans. In nudge theory, this is known as implementation intentions. It’s the process of planning out specific actions in pursuit of a goal.

In the case of losing weight, that could be how often one will exercise, at what time, and how much; meal-planning in advance to improve nutrition; and more. Research suggests that implementation intentions have an enormous effect on ensuring that intended outcomes happen.

Behavioural scientists put this insight to the test during the 2008 U.S. presidential election. They studied the effects of implementation intentions by helping potential voters enunciate a specific plan for voting on Election Day: “What time they would vote, where they would be coming from, and what they would be doing beforehand.” Turnout among this control group grew by nearly 10%.

How can we use this in handwritten letters?

Let’s say you’re a realtor sending out a solicitation letter to potential clients. Put together a specific, step-by-step strategy for anyone looking to sell their home. Include a list of questions and considerations for every stage of the process. Show the potential clients what the process looks like. Provide clarity and prove how you can help. Watch as these soon-to-be customers recognize your expertise and follow your plan.

Want to level up your direct mail? Contact us.

Turn e-commerce into an IRL relationship with handwritten letters

Posted on by Ilan Mann

E-commerce is everything for entrepreneurs in 2020. The NASDAQ estimates that by 2040, 95% of purchases will be facilitated by e-commerce. But we are already seeing that shift happening now. Consider: An Adobe report found that American consumers spent more than $50 billion on their smartphones during the 2019 holiday season—accounting for 84% of the holiday season’s spending growth that year.

E-commerce represents an amazing growth opportunity while also being plain scary. Why? Two words: frictionless and spontaneity. E-commerce sales represent a nearly frictionless experience for consumers. Today, a customer can see an ad for a watch, feel an instantaneous emotional connection, and make an impulse purchase under a minute from their phone with pre-loaded credit card information. The time between initial awareness and purchase decision can be less time than it takes for a freshman to microwave a bowl of instant noodles—a food that literally has the word “instant” in its name.

But a spontaneous purchase decision is also an easily abandoned one, and that’s a scary thing for online retailers. That Adobe report we mentioned above found that 50% of smartphone shoppers abandon their carts—half of online shoppers! You can lose them as quickly as you get them, and you can lose them as soon as they click off their browser to open a text from the ex they weirdly still talk to. Distractions abound. But as long as these distractions continue to negatively impact the bottom line—letting checkout carts collect dust in your backend—online retailers are left with a critical challenge.

How do you create a personal relationship online with an easily distracted customer you’ll never talk to?

You see, back in the good ol’ days…  (Narrator: “They weren’t that good.”)

Customers would come into your store, and you would talk to them. Over time, you could build a relationship. They would recognize you and your expertise. And you had opportunities to persuade them about the value of a product or a purchase.

Today, persuasion is happening over ad images and tight copy. And as much as you’re competing with others in your product category, you’re also competing for customers’ attention as they scroll through the device in their hands. Insert The Simpsons’ “Old Man Yells At Cloud” headline. Your enemy in this scenario is a calendar notification as much as a competitor.

To win the fight, get off the digital battlefield onto winning ground. Go analog. Handwritten letters can be a surprising but effective counter-measure in the battle for customers’ online attention.

E-commerce retailers think everything about their customer experience has to be digital. Flip that thinking on its head.

Here are six specific ways an e-commerce retailer can use handwritten letters to outsmart the competition—not to mention that pesky calendar notification.

1. Send a handwritten thank-you note along with a shipped product.

A thank-you note is just an incomparably personal and simple way to build a connection with a customer. You’re shipping to this customer anyway—why not include a personalized, handwritten note thanking them for their purchase? There’s so much research to support the conclusion that expressing gratitude is a powerful way to build trust and relationships. Telling a customer how much you appreciate their business is just one effective way of making a one-time customer a loyal and long-term one.

2. Send a follow-up letter months after a customer has purchased a product…

There’s an impactful generosity to giving a customer free information before they become a customer.  In turn, to check in on a customer’s experience of your product months after they’ve purchased shows how deeply you care. Consider including your phone number or email address so they can follow up personally with feedback. This is also a great way to keep you top-of-mind with a previous customer, and an encouragement for them to come back.

3. …And up-sell in that letter.

Use that follow-up letter as an opportunity to up-sell the customer on new products. This is especially true if you’re in a product category where certain items can complement your customers’ purchases, like a new hamper for a towel set, or a travel bag for shampoos and other bathroom items.

4. Drive direct mail targets to your website.

One InfoTrend survey found that more than half of customers who responded to direct mail either went to the brand’s website or visited their offline store. Once you’ve piqued a potential customer’s interest with a piece of mail, they’ll visit your website and start browsing. Worst case, they are sharing data through their clicks, allowing them to be targeted with paid ads. The boundary between online and offline is gone. With handwritten letters, you’re sending recipients straight to your website—right where you want them.

5. Try special discounts for letter recipients.

Send handwritten letters at scale with the help of Postalgia to a new market segment in a certain geographic area. For any new customer receiving your letter, include a QR code or a special checkout discount code. Like the thank-you note mentioned above, a personal invitation, combined with the opportunity to save a little money on their first purchase, is a great way to create a relationship.

6. Send a newsletter with product tips, along with a handwritten introduction.

People love getting things for free. Especially when those things are valuable. And whether it’s fashion tips for a new season, the most up-to-date info on local real estate prices, or the hottest trends in home furnishing, a colourful, visual newsletter can deliver high-value information to potential customers that might inspire them to buy from you. Even better: with today’s direct mail targeting, it’s easier than ever before to micro-target a newsletter right to your best consumer demographic.

Including a handwritten introduction with a newsletter is a great way to personalize the information shared—include an email or phone number so a potential customer can reach out to you and learn more.

These are just six examples, but any creative entrepreneur can think of occasions than fit their sales process. The lines between the offline and online worlds haven’t just been blurred—they’re gone. Take advantage.

Want to level up your direct mail? Contact us.