Welcome Letter Mailing Procedures
FSP Welcome Letter Mailing Procedures
by Kate Rick, 5/24/04
Mailer establishes a weekly cut-off time with the database manager, and establishes a deadline for mailing.
Current mailer is: Kate Rick [THIS NEEDS UPDATING!]
Current cut-off is: Friday, midnight
Current mailing deadline is: Saturday, Post Office, close of business.
ASAP the next day, the database manager provides the list of new members for most recent period (ex. Saturday midnight to Saturday midnight) in a format that is easily manipulable for label printing.
Currently, WordPerfect is the best program for label printing from our database.
Currently, Adam hands me the list. Email is advisable for less convenient situations.
Based on the week's numbers, the Mailer makes sufficient copies of the welcome letter, and prints return addresses on the corresponding number of envelopes.
This is advisable for a number of reasons, chief being that FSP information may change and MUST be current when the letter goes out. (Personnel, address, etc.)
I'm using my mother-in-law's copier, so consider printing free.
Mailer folds, stuffs, stamps, and mails.
For reimbursement purposes, I'm purchasing books of stamps and keeping the receipts. I'll subtract any that are unused.