Frequently Asked Questions
2009 E-Mail Append Project: The Basics
Who can I submit?
How many records may I submit for appending?
What if I've never done an e-mail append before?
How do I know that I am a confirmed participant?
How many new e-mail addresses should I expect?
How accurate does my estimated file size have to be?
What is an opt-out e-mail address, and why do we need one to start the process?
Uploading your Files
What is the file labeled *_suppression.txt supposed to contain?
Why do I upload my missing email and suppression files separately?
During the Append Process
How long is the appending process?
Will I be updated as to the progress of the process?
After the Append
How will I retrieve my appended e-mail addresses?
How will I retrieve those e-mail addresses who opted out?
Do I have to pay for the opted-out e-mails?
How long do I have to retrieve the matched e-mails and opt out e-mails from FreshAddress’ server?
E-Append Participation Basics
“Who can I submit?” - Anyone who has made a gift or other transaction with your organization within the past 24 months may be included. Just submit full name and address – no donation information is required.
“How many records may I submit for appending?” - As many as you like. (There is a 40,000-record minimum.) You pay only for names with a guaranteed deliverable match – and whether you submit the minimum or a half-million records, you pay less through the McPherson Associates Project than if you went to an append service directly.
“What if I’ve never done an e-mail append before?” - McPherson Associates will walk you through the process, even providing copy for the permission e-mail, and a post-append e-mail series welcoming people to your organization’s website, stressing the efficiency and eco-friendly nature of e-communication from your organization, and integrating a fundraising appeal at the right moment. (These services are free for McPherson Associates’ clients, and available at a modest charge for other nonprofit organizations.)
“How do I know that I am a confirmed participant?” - Once you notify either Chantel or Alison of your interest, you will receive a participation form to sign and return. As long as this form is filled out, signed and returned to McPherson Associates, Inc. by the indicated deadline, you are a confirmed participant. We will send you an e-mail confirming receipt.
“How many new e-mail addresses should I expect?” - Industry norms suggests we will locate e-mail addresses for about 15% of the names you submit to the project. Submit 50,000 names and you will probably get 7,500 new e-mail addresses, 100,000 = 15,000 new addresses. In our last append, some organizations matched over 20% of all records.
“How accurate does my estimated file size have to be?” - It is important that this number is as accurate as possible as FreshAddress requires a deposit of half the project before their appending begins. Since the project contains multiple organizations, it benefits all if your estimate is as accurate as possible.
“What is an opt-out e-mail address, and why do we need one to start the process?” - The opt-out e-mail address is the e-mail address of the person within your organization that you would like to be notified if someone chooses to opt-out after your matched e-mail addresses are returned.
Uploading your files
“What is the file labeled *_suppression.txt supposed to contain?” - To those of you familiar with Direct Mail, calling this file “suppression” can be a bit confusing. In actuality, all this file contains are the e-mails of those individuals who have previously opted out from your file. This file is screened against the appended e-mail file before permission messages are sent out to make sure no one who previously opted out receives an e-mail.
“Why do I upload my missing email and suppression files separately?” - The suppression file can only be 10 days old before the permission message is sent out. To avoid having to upload this file more than once, we ask that it is uploaded a few days after the missing e-mail file, but no longer than a week (7 days) after the missing e-mails file is uploaded.
During the Append Process
“How long is the appending process?” - We require your records - through a simple upload - about a week before the appending, which takes 20 working days. During that period your permission e-mail is sent to your donors after their e-mail address is located. .
“Will I be updated as to the progress of the process?” - Yes, a weekly e-mail will be sent out during the appending process from McPA to let you know the progress of your append. You can also contact Chantel at any time during the process and she can give you updates as needed.
After the Append
“How will I retrieve my appended e-mail addresses?” - An e-mail will be sent out when the e-mail addresses are ready to retrieve. Your original missing e-mail file will be in the same format, with an added tab at the end for the matched e-mail.
“How will I retrieve those e-mail addresses who opted out?” - There will be a separate file for those who opted out, which you will also need to add to your file as “do not e-mail” contacts.
“Do I have to pay for the opted-out e-mails?” - Yes, FreshAddress, Inc. charges for each matched e-mail, including those who opt out. However, this is a very small percentage, on average 1%-2%.
“How long do I have to retrieve the matched e-mails and opt out e-mails from FreshAddress’ server?” - Both files will be available for two weeks (14 days).
Do you have a question that is still unanswered? Please feel free to e-mail Alison Levine at alevine@mcphersonassociates.com
