Direct mail fundraising

Print and mail postcards or letters to foundation program officers — without owning a printer, buying envelopes, or visiting a post office. Koolay integrates with Click2Mail to physically mail anything, anywhere in the U.S., for as little as 25¢/postcard.

When to use direct mail

Direct mail beats email when:

• You're trying to reach a foundation program officer whose inbox is full of solicitations.
• You're targeting an older donor demographic that responds better to print.
• The funder explicitly asks for a mailed cover letter.
• You're sending a physical thank-you that creates a tactile memory.

Email is better for high-volume / low-commitment touches. Mail is better for high-value / personal-feeling outreach.

The pricing

• 4×6 postcard — ~25¢ each (paper + printing + first-class postage).
• Letter (1 page, #10 envelope) — ~89¢ each.
• Letter (multi-page) — slightly more.

No minimum order. You can send a single postcard for 25¢.

The dashboard

Direct Mail Fundraising → Dashboard shows:

• Funders in library — your saved targets.
• Total campaigns — count of campaigns you've run.
• Letters sent — total pieces mailed across all campaigns.
• Responses received — replies you've logged.

The five tabs

• Dashboard — summary stats.
• Funder Library — your curated list of foundations to mail.
• Campaigns — past + current campaigns.
• Templates — letter and postcard templates you've created.
• Responses — replies received (logged manually after the fact).

Building a campaign

1. New campaign → name + objective.
2. Pick template — letter or postcard.
3. Pick recipients — from your library, by NTEE/geo filter, or upload a CSV.
4. Personalize — mail-merge fields ({{Funder Name}}, {{Org Name}}, {{Custom Project}}).
5. Preview — see the merged version per recipient.
6. Send — Click2Mail prints, stuffs, stamps, and mails.

Templates

Build templates in Templates:

• Letter editor with rich text + logo.
• Mail-merge variables — pulled from funder fields and project context.
• Save as reusable templates.

Letterhead and signatures

• Upload your letterhead (PNG with logo + address) and it auto-applies to all letter templates.
• Signature image — scan your director's signature; it goes on every letter.

Tracking

USPS provides per-piece tracking when available. The campaign view shows:

• Sent date.
• USPS scan status (in transit / delivered / undeliverable).
• Cost per piece.

Logging responses

When a funder replies (mailed reply, email, phone call), log it in the Responses tab against the original campaign. This builds a long-term database of who responds — useful for prioritizing future outreach.

Common patterns

• Postcard ahead of LOI — 25¢ to introduce your nonprofit before the formal $0.89 letter.
• Annual report mailing — once a year, mail your annual report PDF to top funders.
• Follow-up after rejection — courtesy thank-you postcard 2 weeks after a rejection. Long-term relationship-building.