Mailings Three and Dead File

Dead File (Mailings Off):

One “Dead Files” a customer on the computer when you decide that the postage spent sending them the mailings will not get a valid return. This means you take them off the mailing list by marking them as “Mailings Off”.

This can be:

1. No response to letters and phone calls after 2 years on the mailing list, and they have never purchased anything from us.
2. Customer has been on “Mailings Three” for 2 years, and has not responded.

It can be done prior to 2 years if you feel that the postage spent will not get a valid return. Use judgment.

Mailings Three:

One changes a customer to “Mailings Three”, which means that they will only receive newsletters every three months, when one does not want to “Dead File” them just yet. It is to be done by the salesperson for their own customers on an ONGOING BASIS.

This can be:

1. The customer has been on mailing list for a year or longer but has not bought or responded.
2. The customer wants our newsletters, but you know he won’t buy.
3. The customer responded to a “Dead File” letter saying that he wanted to be kept on.
4. The customer has not bought for a while and has not responded for a year.

Use your judgment on this. You can also change a customer to “Mailings Three” if you feel the money spent on sending them the newsletters is not warranted. If a customer does not buy but asks to remain on the mailing list year after year, he can be kept on as “Mailings Three,” but you must find out what he wants and when.

If a customer responds positively (i.e. they are interested in buying soon) after being changed to “Mailings Three”, change their Contact Key back to “Mailings Twelve” and update their “Wish List” with what they are interested in. Leave it for a year, and if they don’t buy or respond, change their Contact Key back to “Mailings Three”.

When changing a customer to “Mailings Three” the salesperson should send a letter asking if the person wishes to remain on the mailing list. It costs approximately $28.80 a year to promote to a “Mailings Three” customer. That may not seem like a lot, but times that by hundreds, it adds up. If you think there is a good chance the person will buy in the future it is an inexpensive amount, if not it is too much!

Requested Off:

If someone calls in and requests to be taken off of our mailing list, simply change the Contact Key to “Requested Off” and note in the Contact Log that they called in requesting off.

NEVER delete a record. That way if the person calls back in the future, they will already be in the computer system and we will still have all their old data.

Changing customers to “Mailings Off” and “Mailings Three” will keep our central files fresh, and you and the company won’t waste valuable resources on people who are not in the market for our products!