| Mailing Type |
Cost Per Piece ($) |
How Mailed & Process Timeline |
Newsletters – 2 or 4 page:
- Sent via eDelivery or U.S. Mail.
- Sent to the entire chapter membership, one per household.
- Can be sent to targeted audience, selected by ZIP Code or cities, or Congregational Advocates.
|
.20
No cost for mailings sent via eDelivery |
U.S. Mail: Newsletters sent non-profit bulk rate. Allow 3 to 4 weeks for delivery from time request is submitted and approved.
eDelivery: After the request is approved, members preferring eDelivery will receive an email with a link to retrieve the full newsletter. |
Postcards – Activity, General or Thrivent Builds:
- Sent via eDelivery or U.S. Mail.
- Sent to the entire chapter membership, one per household.
Can be sent to targeted audience, selected by ZIP Code or cities, or Congregational Advocates. |
.24
No cost for mailings sent via eDelivery |
U.S. Mail: Postcards are sent first class. Allow 2 to 3 weeks for delivery from time request is submitted and approved.
eDelivery: After request is approved, members preferring eDelivery will receive an email version of the post card. |
Election Invitation (local chapter leadership board election):
- Sent via eDelivery or U.S. Mail.
Must be sent to your entire membership, one per household. |
.40
No cost for mailings sent via eDelivery |
U.S. Mail: invite sent first class. Allow 2 to 3 weeks for delivery from time request is submitted and approved.
eDelivery: After request is approved, members preferring eDelivery will receive an email version of the invitation. |
Important to Remember ... What to Expect!
Here are some tips and features to keep in mind as you create a mailing that will be appealing both in paper and electronic versions:
- For all postcards, election invitations and newsletters: in Manage Chapter Newsletters on the “Add/Update” postcard/newsletter page, what is created in the “enter the name for the postcard/newsletter” field will be displayed as the SUBJECT of the email sent to members. Think of something eye-grabbing and interesting!
- For all newsletters: in Manage Chapter Newsletters on the "Add/Update" postcard/newsletter page, what is created in the "enter the title for this newsletter" field will be displayed as the TITLE of the newsletter in the body of the email sent to members.
- For all newsletters: in Manage Chapter Newsletters on the "Add/Update" postcard/newsletter page, what is created in the "enter the headline for article x" field will be displayed as the HEADER of each article in the body of the email sent to members.
- For all newsletters/election invitation:if you enter extra spaces to create columns or insert special characters to create a visual separation of text, this will NOT translate into the email version.
- Text appears left justified in ALL mailings sent via eDelivery. If you center text it will look ok in the paper version, but will always left justify in the email version.
- When members receive a postcard or election invitation via eDelivery, all of the information is viewable in the body of the email.
- When members receive a newsletter (2 or 4 page) via eDelivery the entire newsletter content is not viewable in the email because of its length. Two and four page newsletters show the first 35 words of each article and include link to view the entire newsletter on their Lutherans Online chapter website (Chapter Newsletters page).
- For all newsletters: think about the titles you use for your article headings. Let members know what the article is about so they want to keep reading. You may want to place the most important articles first. If the reader is bored, he or she won’t bother to continue reading. So put less important, "filler" information after the more critical or time-sensitive information.
Other Things to Consider
- At an upcoming leadership board meeting, carefully discuss and plan when and what types of mailings to send that will be most effective in getting more members, and new members involved with your chapter. As you do this, balance the benefits and impact of your plan, and the potential cost associated with paper mailings or other communication vehicles.
- Refer to the Chapter Communications (PDF, 49K) guide for alternate communication ideas to consider. For example, promote your chapter website in chapter mailings (and keep the website up to date so members will want to go back regularly).
- When creating each mailing, the chapter leader creating it will need to calculate the estimated cost of the mailing. The "Estimate Mailing Costs" report located on the Chapter Leadership Administration page (Chapter Leadership Administration > Mailings > Estimate Mailing Costs) will help you calculate the estimated cost of pieces delivered via U.S. mail. The estimated cost DOES NOT include eDelivery.
Reminder: Your chapter leadership board will want to approve all newsletter and postcard mailings before mailings are submitted. For example, to prevent any surprises, it's important that Thrivent Builds chapter specialists notify and ask permission from the chapter leadership board before submitting a Thrivent Builds newsletter or postcard mailing.
Top of Page
How to Access & System Capabilities
The Chapter Mailing Service (Chapter Leadership Administration > Mailings > Manage Chapter Newsletters) and the report to help you calculate the estimated cost of the mailing are located on the Chapter Leadership Administration Menu and on the Thrivent Builds Chapter Specialist Tools page (Thrivent Builds Chapter Specialist Tools > Thrivent Builds Homes Tasks > Thrivent Builds Chapter Mailings).
The recommended browser for use with the Chapter Mailing Service is Internet Explorer 5.0 or higher. Full functionality of the Chapter Mailing Service may not be available with other browsers such as Netscape or an older version of Internet Explorer.
Top of Page
Guidelines/Instructions/Questions
When chapter leaders access this service for the first time, they should click on the Guidelines/Examples/Suggestions link, which is found at the top of the "Manage Chapter Newsletters" page, to review guidelines and other important information about this service.
Step-by-step instructions (PDF, 451K) for using the service to develop a mailing are available online on the Manage Chapter Newsletters page, and also on the Resources For All Chapter Leaders page (under Need To Know and How-to) at Thrivent.com.
A link to content guidelines is on the home page of the Chapter Mailing Service. Be sure to review these guidelines carefully so you know what types of messages are appropriate for your mailings. Remember, Thrivent Financial reviews all mailings for appropriate content.
The Lutherans Online Help Desk is available for any technical problems with using the service (e.g., problems with print preview, saving a newsletter). Staff can be reached at 1-866-201-1522, Monday through Friday, 9 a.m. to 5 p.m. Central time. General questions about the service may be referred to the Member Connection Center at 1-800- 847-4836.
Top of Page
Easy to Develop
To develop a mailing, enter your headlines and text online into one of the six available mailing templates (2- and 4-page newsletters, an election invitation, an activity postcard, a general postcard or a Thrivent Builds announcement postcard).
Top of Page
Preview and Revise Before Submitting
You can preview and revise the text online as often as you want before submitting the mailing for approval and distribution. You actually get to see how your mailing will look on the paper chapter stationery before submitting it. You are not able to preview the electronic version that a member will view.
We recommend you always use the Print Preview feature before submitting a mailing request.
Top of Page
Authorize the Mailing Cost When Submitting
When submitting the mailing, you will be asked to check a box indicating that you have calculated the estimated cost (those sent via eDelivery are not included) of the mailing and authorize the withdrawal of the actual cost from your chapter's checking account upon approval of the mailing. The mailing will not be submitted until this box is checked.
Top of Page
Prewritten Articles/Paragraphs Available for Your Use
Don't know what to say in your newsletter? A feature called Common Articles allows you to copy text that has been written for you and place it in your mailing. Prewritten articles that describe your chapter, the Care programs, Thrivent Builds activities and many other chapter-related topics are available for you to use.
Top of Page
Multiple Mailing Options
You can mail to all of your chapter members, or you can target members in certain cities or ZIP codes within your chapter. If you choose a smaller target mailing, the cost of mailings sent via U.S. Mail will be less than sending to the chapter's entire membership.
Note: The election invitation is automatically mailed to all chapter members.
You also may request additional paper copies to be mailed to you, which can be used to hand out at chapter meetings and other activities.
Note: With the exception of the election invitations, you have the option to send mailings to congregational advocates only (see below).
Top of Page
Congregational Advocates Mailings
A "Congregational Advocates" segmentation option is available on the "Mailing Options" page that allows the chapter to send newsletters and postcards (U.S. Mail or eDelivery) to congregational advocates only. There also are prewritten articles/paragraphs available for congregational advocate mailings via the Common Articles area.
Top of Page
Automatically Posted on Your Chapter Website
After the corporate office approves your mailing, it is automatically posted on your chapter website for anyone to read.
Top of Page
Mailing Status Displayed
The system stores the mailings you've already sent during a year and keeps track of who you sent them to.
You also can store mailing drafts on the system and revise them whenever you want before submitting them for approval and distribution.
Top of Page
Mailing Request Process and Cycle Time
- After you submit your mailing request to Thrivent Financial, it will be either be printed and placed in the mail within three to five business days OR members preferring eDelivery will receive an email to view your mailing soon after approval.
- As soon as the request is placed into the approved status, you will receive a confirmation stating the actual cost of mailings sent U.S. Mail and the number of households they were sent to. It will immediately be posted to your chapter website.
- U.S. Postal Service delivery rates: Activity Postcard, General Postcard, Thrivent Builds Announcement Postcard and Election Invitation mailing requests will be mailed first-class. Members should receive the mailings within one to two weeks of submitting the request. Chapter Member Newsletters and Congregational Advocate Newsletters (2-page and 4-page) mailing requests will be mailed at the nonprofit rate and may take longer.
Top of Page
Chapter Mail Service Frequently Asked Questions
Q: Why does a postcard cost more than a newsletter to send U.S. Mail?
A: Postcards are mailed first-class, which costs more than newsletters that are mailed at a third-class rate. This means postcards, which tend to be event specific and therefore time sensitive, will arrive in mailboxes within a few days of mailing; newsletters may be delivered at the postal carrier's convenience within a certain span of time.
Q: How will we know the actual cost of the mailing?
A: The chapter leader who requested the mailing, the chapter president, and the financial director will each receive an email listing the actual cost of mailings sent via U.S. Mail. This amount will be automatically deducted from the chapter's checking account.
As you estimate the cost of your mailing, keep in mind the estimate does NOT include eDelivery.
Q: What are other options to communicating with our chapter members that are less costly?
A: There are various way in which a chapter can communicate with its members. Add a message to your chapter website, a church bulletin insert to name a few. With eDelivery, members who have their email address on record with Thrivent and prefer to receive electronic communications will receive your mailings via email. See the Visibility Toolkit for more ideas for sharing your messages.
Q: Will we see additional funding deposited in operating funds to be used for chapter mail?
A: You will see an increase in both your January and July Operating Funds deposits as the dollars previously held at the corporate office to pay for the Chapter Mail Service are now distributed to chapters. The additional operating funds you receive can be used for whatever the chapter feels will best help you meet your goals. You may use the additional funding for mailings, but that is optional. If you want to spend more on mailings than the additional funding allows, you are free to use more of your operating funds on mailings if you decide that’s the most effective way to reach your members. It will be important for your chapter to have a spending plan.
Q: What if we don’t have enough operating funds left to cover the cost of a mailing we want to send at the end of the year?
A: It’s important that you budget/plan accordingly early in the year so this doesn’t happen. If you have no operating funds left to pay for paper mailings (those delivered via email are free), you won’t be able to send the mailing.
Q: Why do we have to pay for paper mailings?
A: We want to give you the option of deciding whether to send a mailing or not. We have many chapters that send 10 mailings a year, and many chapters that don’t send any – and chapters at both ends of this spectrum are successful. By seeing the cost of these mailings, you can make a knowledgeable decision about the best way to communicate with your members. If a mailing will deliver the best value for the money, by all means request one. If posting information on your website or listing something in your church bulletins will work better, you can decide to do that. Your chapter should weigh alternatives and determine the best option(s).
Q: What do you mean when you say "estimated cost" vs "actual cost" of mailings?
A: You will estimate the cost before the paper mailing is produced, based on the cost per piece and the number of pieces sent via U.S. mail. Because this count can change (not likely, but it can) from the time you request the mailing to the time it is printed, the amount you estimate might not be exactly the amount deducted from your operating funds.
Q: Will the chapter still be able to send a mailing by either a ZIP code or city, or to Congregational Advocates?
A: Yes, you will be able to segment a mailing based on ZIP code, city or send to Congregational Advocates only. You can calculate the cost for ZIP code/city by using your chapter membership listing.
Q: Why do you mean when you say “estimated cost” vs “actual cost”?
A: You will estimate the cost before the mailing is produced, based on the cost per piece and the number of pieces sent via U.S. mail. Because this count can change (not likely, but it can) from the time you request the mailing to the time it is printed, the amount you estimate might not be exactly the amount deducted from your operating funds.
Keep in mind your actual cost should be lower, depending on the number of your members who have email addresses on file.
Q: Is the chapter leader responsible for entering this operating funds transaction on the Manage Chapter Operating Funds in the Chapter Leadership Administrative page?
A: No, this will automatically occur when the mailing has been approved and processed.
Q: How long will it take for the chapter checking account to reflect charges for paper mailings?
A: It will take two banking business days to see the withdrawal from the chapter's checking account.
Q: Can I preview the electronic version (email) of my mailing before it is sent?
A: At this time that capability is not available. A chapter leader does receive the email if we have their email address on record.
Q: How will I know how many members of my chapter will receive an email vs. paper mailing (is there a report that calculates this for me)?
A: At this time there is not a report to identify how many members received the mailing via email or paper.
Q: What do members see when they receive an electronic mailing?
A: If the mailing is a postcard or election invitation the entire content can be seen in the body of the email. Two and four page newsletters give the first 35 words of the article text with a link to view the entire newsletter on your Lutherans Online chapter website (Chapter Newsletters page).
Q: Can a member who has email registered with Thrivent unsubscribe and receive paper copies again?
A: Yes. This is considered the member’s preference, and due to privacy the individual will need to contact Thrivent to make the change.
Q: Are members who have an email address on record with Thrivent automatically opted into receiving mailings via email? Or, do they need to request this?
A: Members who have their email address on file with Thrivent are automatically opted in. If they would like to receive your mailings via paper, they will need to contact Thrivent to update this preference on their record. They can call us or complete the Unsubscribe form included in the email they received.
Q: In a member household if each individual has a different email address on record with Thrivent, does that mean each person will receive the mailing via their own email address?
A: Yes. In a member household, if different email addresses are on record, each unique email address for that member will receive a mailing via eDelivery. However, recall that sending mailings via email is of no cost to you.
Q: In a member household if each individual has the same email address on record with Thrivent, how many mailings will be sent via eDelivery?
A: In this case because each member has the same email address, only one email will be sent.
Q: What if a member says they are not receiving mailings via eDelivery OR they are receiving paper mailings, and would prefer eDelivery?
A: The best solution is to please ask the member to call Thrivent at 1-800-847-4836. This is primarily due to member privacy, and there could be one or more issues related to the situation which requires trouble shooting. It could be we do not have the correct email address, or we don’t have their email address on file at all.
Q: When a mailing is approved and ready for distribution how long does it take for members to receive via eDelivery?
A: After a mailing is approved the email version is sent shortly after to those members with email addresses on file, and that prefer eDelivery.
U.S. Postal Service delivery rates: all postcards and election invitation mailing requests will be mailed first-class. Members who prefer paper versions should receive the mailings within one to two weeks of submitting the request. Chapter Member Newsletters and Congregational Advocate Newsletters (2-page and 4-page) mailing requests will be mailed at the nonprofit rate and may take longer.
Top of Page