Handling mail pieces that cannot be delivered and maximizing the deliverability of mailing campaigns. Here are key steps to take and things to know.
BAD ADDRESSES
From time to time, Bayan will mail collateral to its constituents. In certain cases, mail may be returned to Bayan based on undeliverability. Bad addresses should not be removed from HubSpot unless you are replacing them with a NEW address. The reason for this is that we put our database through USPS Verification, NCOA and other moving databases to update addresses. If we do not have an address in a constituent record, there is no reference point for the old address to be compared to the associated change of address. The result is we have no address to update.
- If we have an updated address, the address should be updated in HubSpot. Sometimes, this is returned on the mail piece.
- If the bad address belongs to a student, alumni, or past donor, we should reach out with a personalized email, followed by a phone call if necessary to get the updated address.
- If we cannot obtain an updated address, please flag the record (HubSpot Property is Address Flag). This will ensure we suppress the record from future mailings until we get an update either via NCOA or a new transaction.
BEFORE A MAILING CAMPAIGN OCCURS
Prior to any mailing, please provide our Support Desk at least 14 days advance notice and Support will do an NCOA and Moving Database cleanse to ensure Bayan data is as updated as possible. No Mailing Job should take place prior. We generally do these cleanses before our larger mailing campaigns twice a year but can do them more for other mailings that may occur.
There is a Mail Flag field in HubSpot. If this property is known (data exists in this property for a record), the record should be suppressed from any mailing. The Flag will appear as Yes if a) USPS, NOCA, or other databases we use indicate the address is “bad” even after cleansing, b) the constituent is Do Not Mail/DMA, Deceased, Do Not Solicit, Do Not Contact, c) address is incomplete or outside of USA, or d) Address Flag = Yes and remains as such after automated processes to update.
OTHER DETAILS TO KNOW
When a constituent provides us updated information via a donation, BOD, application, etc. the constituent’s record is auto-appended with the new information.