Recently our team was working with a client that had some issues with their database and accuracy of their records.
There were a group of contacts that only had business information and addresses, but no contact name information. Many of these donors had given 5 and even 6 figure gifts.
Together, we decided that waiting until the data was perfect or avoiding a solicitation of these donors was not an acceptable solution. We put our heads together and came up with an idea:
Why not just be up front about the deficiencies in the records and ask donors to help us fix it?
This is the kind of stuff that people love to help with.
So, together we wrote a very simple, direct and honest letter that explained that we were rather embarrassed to be missing key information about such a loyal and generous donor. Next, we asked the donor to share 3 pieces of information (name, phone number and email) at the bottom of the page and pop it in the postage paid return envelope along with their kind gift.
The client printed the letter themselves, along with the simple update form, all on a single sheet of letterhead (at a cost of less than a penny per note) and added it into the unsealed packages we had returned after processing at the mailhouse.
Easy, inexpensive and personal.
I almost wish we had more records with missing information, so we could make more use of this highly engaging approach.
I know we worry about looking unprofessional or *gurk* incompetent in front of donors. But the reality is these kinds of errors exist and most people understand, especially if you are upfront and honest about it.
Try this approach next time you run into a mistake. I guarantee this is one donor engagement idea that will make Mom proud!