Bulk Logging Letters Sent Outside of DonorDock
If your organization sends letters, postcards, thank-you cards, invitations, or other direct mail outside of DonorDock, you can still record those communications in bulk.
There are two common ways to do this:
Log Letter activities from a Contact Report
Import Letter activities from a spreadsheet
Log Letters from a Contact Report
Use a Contact Report when you already have the recipients identified in DonorDock and want to add the same Letter activity to the group.
Navigate to Reporting.
Select Reports.
Open an existing Contact Report or create a new one.
Apply any filters needed to identify the contacts who received the mailing.
Load the report.
Select Letters in the upper-right corner.
Choose the option to log the Letter activities.
Enter the applicable activity details.
Save the activities.
DonorDock will add a Letter activity to the contacts included in the report.
For mail already sent, mark the activity as Complete and use the appropriate mailing date.
Import Letter Activities
If you already have a spreadsheet containing historical or bulk mailing information, you can also use an Activity Import to add Letter activities to contact records.
Each row of the import should contain enough contact information for DonorDock to identify the correct existing contact. Using the contact's Donor ID is generally the most reliable option, although other identifying contact information may also be used for matching.
Set the Activity Type for the imported records to Letter.
Depending on the information available in your spreadsheet, Activity imports can include details such as the activity Subject/Name and Notes. Notes imported with the activity are added to the activity's body or note section.
For example, a historical mailing import might include:
First Name | Last Name | Activity Type | Activity Date | Subject | Body | |
|---|---|---|---|---|---|---|
Jane | Smith | janesmith@example.com | Letter | 11/8/2026 | 2026 Annual Appeal | Annual appeal letter mailed |
John | Doe | johndoe@example.com | Letter | 11/8/2026 | Event Invitation | Gala invitation sent by mail |
If DonorDock cannot match a row to an existing contact, it can't add the activity to that contact. Review your spreadsheet before importing to make sure each row includes sufficient identifying information.
When to Use Each Option
Scenario | Recommended Method |
|---|---|
You have a group of existing DonorDock contacts and want to record the same mailing for all of them | Log Letter activities from a Contact Report |
You have a spreadsheet of historical letters or mailings | Import Activities |
Different contacts need different subjects, notes, or mailing details | Import Activities |
You want DonorDock to generate and personalize the physical letters | Use Printing Bulk Marketing Letters Using a Template |
If you want DonorDock to create the personalized letters rather than only record that a mailing occurred, see Printing Bulk Marketing Letters Using a Template.