CASE STUDY
Production Solutions Saves a Fundraising Campaign with GrayHair Mail Tracking
Advanced Mail Tracking Ensures Fundraising Success & USPS Accountability
KEY TAKEAWAY
By utilizing GrayHair’s MailTrakBack® application, Production Solutions successfully recovered missing donations, ensured USPS accountability, and strengthened its reputation as a leader in nonprofit direct mail management. The result? A saved fundraising campaign, secured donations, and enhanced trust with clients.
HIGHLIGHTS
- 1,500 donation letters recovered, preventing fundraising losses.
- 100% mail tracking visibility ensured donation deliveries.
- Data-driven proof secured USPS accountability.
SOLUTIONS USED
- MailTrakBack® Inbound Tracking: Provided real-time donation mail visibility.
- Advanced Postal Data Analysis: Identified missing mail location.
- USPS Scan Documentation: Confirmed mail presence for Client’s lockbox.
- Detailed Mail Reporting: Strengthened accountability and issue resolution.
INDUSTRY
Nonprofit Fundraising & Direct Mail Management
The Problem
A leading production management firm, Production Solutions (PS), faced a critical challenge managing direct mail fundraising for a major U.S. museum. Shortly after the launch of the Client’s fall fundraising campaign, no donations were received.
With the Client’s fiscal year-end approaching, timely receipt of donations was crucial to sustaining its mission.
The Challenge
PS managed direct mail production for the Client’s fundraising initiatives, ensuring that campaigns reached donors on time. Using GrayHair’s outbound mail tracking, PS confirmed that the mail had been successfully delivered. However, donations were missing, and the USPS could not locate any mail in the Client’s lockbox. Without proof, the USPS was unable to take further action, jeopardizing the success of the campaign.
The Approach
PS turned to GrayHair Software for assistance. To resolve the issue, GrayHair implemented its MailTrakBack® application to track inbound return mailpieces, providing crucial visibility into donation returns.
Mail Tracking & Documentation
- Real-time inbound mail tracking pinpointed the location of donation mailpieces.
- USPS scan data confirmed the presence of 1,500 donation letters.
- Advanced data analysis generated a 200-page report detailing each mail scan.
- Documented proof enabled PS to challenge the USPS’s claim that no mail was on-site.
The Results
By leveraging GrayHair’s MailTrakBack® application, PS successfully located the missing donations and resolved the issue with the USPS:
- Recovered 1,500 donation letters, securing critical fundraising revenue.
- Prevented loss of donations, ensuring the Client met its fiscal goals.
- Strengthened USPS accountability, using detailed reporting to track mail handling.
- Enhanced Client satisfaction, demonstrating PS’s commitment to campaign success.
