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Send Physical Letters to Your Donors Using Zeffy's Postal Mail Feature

Mail personalized letters to your supporters with Zeffy's postal mail feature. 

Zeffy's postal mail feature allows you to easily create letters and mail physical copies to your donors. For just $1 per letter, you can craft personalized letters to be mailed to the address you have on record for your contacts. We take care of printing and mailing the letters out for you.

This feature is ideal for:

  • Reaching supporters who don't have an email address on file
  • Connecting more personally with major donors
  • Engaging supporters who prefer traditional mail

Important notes:

  • Each letter costs $1 (per contact)
  • Letters are sent to the address listed on each contact's profile page
  • You can include a QR code that links to any active Zeffy campaign

Step 1: Access the Postal Mail Feature

  1. Log into your Zeffy account
  2. Click on "Newsletter" in the left-hand menu
  3. Select "Postal Mail" from the options
  4. Click "New Postal Mail" to create a new letter

Step 2: Set Up Your Letter Details

  1. Give your letter an internal name - This helps you organize and identify your mailings (this name won't be visible to recipients)
  2. Enter the return address - This address will appear on the envelope sent to your donors

Step 3: Design Your Letter

  1. Add your organization's logo to the letterhead - Upload your logo to appear at the top of the letter for professional branding
  2. Write your letter content - Compose your message in the text editor
  3. Personalize with variables - Click on "Variables" to add personalized touches:
    • Donor's first name
    • Donor's last name
  4. Add footer text (optional) - Include any additional information at the bottom of your letter

Step 4: Add a QR Code (Optional)

  1. Select a Zeffy campaign from the dropdown menu that you wish to direct donors to
  2. The QR code will be automatically generated and added to your letter
  3. Recipients can scan the code with their smartphone to quickly access your donation form, event page, or other campaign

Note: Adding a QR code is ideal for encouraging immediate action, such as making a donation or registering for an event.

Step 5: Select Your Recipients

  1. Choose the contact list you wish to send this letter to
  2. Review the number of contacts selected
  3. Remember: It costs $1 per letter (per contact)

Important: Make sure your contacts have complete mailing addresses on file. Contacts with an incomplete address will be flagged for correction before sending the letter.

You will have the option to omit contacts from the list who do not have a complete address, or you can click on their contact in list to complete their address information. 

Step 6: Complete Payment and Send

  1. Enter a credit card to complete the payment. You will be charged $1 per letter sent.
  2. Review your letter one final time
  3. Click "Send" when you're ready for PostGrid to print and mail your letters

Note: Once sent, letters cannot be recalled. Make sure to review all details carefully before clicking send.

Tips for Effective Postal Mailings

  • Keep it concise: Aim for one page to maintain reader engagement
  • Include a clear call-to-action: Tell recipients exactly what you'd like them to do
  • Use personalization: Variables like first names make letters feel more personal
  • Combine with digital outreach: Follow up with an email to contacts who have email addresses
  • Track results: If using a QR code, monitor your campaign analytics to see engagement from postal mail recipients

Frequently Asked Questions

Can I preview my letter before sending? Yes, you can preview your letter at any point during the creation process to see exactly how it will look.

What if a contact doesn't have a mailing address? Letters will only be sent to contacts with complete mailing addresses on file. Make sure to update contact information before creating your mailing. You can opt to email those contacts instead using our free email feature!