eMatch Portal: How do I send out timely Email Reminders?
Donor engagement is a sure-fire way to
increase matching gift revenue. eMatch Portal provides numerous customizable features
to be able to easily engage with your donors, while being able to manage and
track the status of existing donations. With that in mind, we thought it would be helpful to provide an overview of eMatch Portal’s email delivery feature.
Email Delivery settings are located under the Matching Gift Engagement Plan tab and are the most important customizations available (if you intended to use branded emails). This section will allow you to adjust the verbiage of your emails as well as fine tune the scheduling of automated emails. At the top of this section, you can enable or disable emails on a system-wide scale. Turning this feature off will turn off emails for all donors. Just below that point, you are presented with four tabs, Confirmation Email, Initial Reminder Email, Subsequent Reminder Emails, and Thank You Email. Each of these sections can be independently adjusted. This means changing the text of one email section will not update any of the remaining sections.
The confirmation email is
the first email your donor receives. This will alert the donor of
their gift’s matching eligibility. Typically, this email will thank the donor
and will proceed to provide the matching gift information. The confirmation
email can be delayed by an adjustable number of hours, using the slider tool. It
is recommended that you delay your email by an hour or two in order to avoid
confusion for the donor between donation receipt emails / thank you emails /
and this email. The number of hours can be adjusted to fit your organization's
needs.
The initial reminder
email will be sent only if the donor has not yet completed their matching gift
paperwork. In this event, the donor will receive a gentle reminder
email. Similar to the confirmation email, this email can be delayed;
however, the delay is determined by days rather than hours. Two common delays for the
initial reminder are 7 or 14 days.
Subsequent reminder emails
will also stop at any point the donor completes their
paperwork. This email will be sent at the end of intervals starting
with the initial reminder email. Also set in number of days, the key
addition is a limit to the number of reminders set. This allows you to control
the maximum number of emails your donors receive as well as the interval of
time that passes.
The Thank You email is the final email engagement sent in a complete engagement cycle. Once a donor’s gift is confirmed as a match, they will receive an optional Thank you email. This email is typically the shortest and has the fewest adjustable settings
A final schedule of reminder emails may go as
follows: The donor receives their matching gift information email
one hour after submitting a gift / their information. One week
later, if the paperwork has not been completed, the donor receives a reminder
email. Finally, the donor receives subsequent reminders every other
week up to cap of 3 additional emails or they complete their paperwork. Your organization has complete control over how frequently emails are sent out. This process is completed automated so donor follow-up is made as simple as possible!
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Take away: By keeping accurate data, nonprofits benefit by lowering marketing costs, increasing response rates, and increasing return on your outreach efforts. Top fundraisers understand the importance of regularly evaluating the accuracy of their data and running append services when necessary. We would be happy to help evaluate your data cleansing needs.
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Email info@hepdata.com or call 800-681-4438 for more information.
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