CASE STUDY
How a University Foundation Boosted Donor Engagement with Smarter Postal Data
Optimized Address Management Improves Donor Response Rates and Reduces Costs
KEY TAKEAWAY
By modernizing address data management, the University Foundation reduced costs, improved donor connections, and increased response rates—creating more impactful and efficient fundraising campaigns.
HIGHLIGHTS
- Significant reduction in mailing costs
- Decrease in undeliverable mail, minimizing waste
- Improved donor engagement and response rates
- Increased efficiency in managing address updates
SOLUTIONS USED
- Intelligent Mail Barcode (IMb): Enhanced mail tracking and visibility
- Just-in-Time CASS/NCOA Processing: Ensured accurate, up-to-date addresses
- Automated ACS Information Capture: Streamlined address change management
- Database Maintenance: Integrated real-time address updates for donor outreach
- Data Feeds: Automated address change and undeliverable mail tracking
INDUSTRY
Higher Education & Fundraising
The Problem
An important midwestern University Foundation, reliant on donor contributions, struggled with inaccurate donor address information. Inefficiencies in address management led to increased mailing costs, undeliverable mail, and lost opportunities to engage donors effectively.
Their system and processes were outdated, making it difficult to adapt to evolving USPS regulations, tools, and data requirements. The Foundation needed a comprehensive approach to optimize address quality, reduce waste, and improve donor response rates.
The Challenge
To address these issues, the Foundation aimed to enhance donor communication by improving address accuracy. However, the complexity of USPS processes and the lack of internal expertise in postal data management created significant obstacles.
Their outdated processes did not fully utilize USPS-supplied data, leading to inefficiencies. Additionally, multiple suppliers contributed to inconsistencies in mail delivery and tracking. The Foundation needed an expert partner to streamline its operations, ensure compliance, and maximize the impact of its donor outreach efforts.
The Approach
GrayHair Software, a leader in postal data solutions, partnered with the University Foundation to address these challenges. The process began with a comprehensive review of existing address quality processes and data management strategies.
The foundation worked with GrayHair to:
- Interpret USPS data and regulations to identify areas for improvement.
- Establish customized business rules for address validation and maintenance.
- Integrate solutions into their existing technology stack for seamless implementation.
- Implement an automated system for managing address changes and undeliverable mail.
The Results
The University Foundation achieved significant improvements, including:
- A reduction in mailing costs due to more accurate address data.
- A decrease in undeliverable mail, reducing waste and lost opportunities.
- Improved donor engagement and response rates.
- Increased efficiency in managing address updates, saving time and resources.
