Mailroom Donation Handling

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Mosaic provide an effective mailroom donation handling solution, assisting charities with all aspects of donation management and response handling.

Charity income is generated in a number of ways, but some of these have been put on hold since the pandemic, with more supporters staying at home. This has fuelled a resurgence in more traditional forms of fundraising, such as Direct Mail.

Regardless of whether you run a regular giving program, or you are adopting a new fundraising strategy in the wake of COVID-19, you need to be able to process supporter responses effectively. These responses might be bank donations, letters, surveys, or perhaps calls and emails.

At Mosaic, we can manage all these supporter interactions securely and efficiently with the help of our high-tech framework, MiWorld, and the support of our experienced and approachable team. Delivering a high-tech service for even the most low-tech of fundraising channels, we provide the not-for-profit sector with a fast, accurate and secure mailroom response handling solution.

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The Process

Step by step

  • Sortation: Our automated mail sorting solution delivers incredible throughput and outstanding functionality. The use of OCR scanning for both printed and handwritten addresses, barcodes, and other unique identifiers, enables us to sort around 35,000 items per shift.
  • Post Opening: Our mail room is set up to process large volumes of mail. We open, sort and batch mail quickly and efficiently on our mail opening lines, with the help of our multi-skilled, dedicated team. We are able to operate 24 hours a day and 7 days a week during peak periods for optimum mail management.
  • Scanning: Envelope contents are scanned via our state-of-the-art equipment and recorded as digital images in our MiWorld portal. We can identify supporters in our database through barcode reading software and use OCR software to read the information on the reply slip as well as any accompanying payment. Agreed management criteria are put in place in partnership with clients for any non-standard responses.
  • Manual Capture and Validation: When required, our experienced operators can manually capture relevant information and quality check this for 100% accuracy. The validation process also allows us to offer the option of a 100% Gift Aid audit. All processes and procedures like this form an integral part of our ISO 9001 accreditation. This accreditation is stringently monitored via regular internal and external audits.

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Why choose us

Whether you are looking to outsource your mailroom response handling externally for the first time, or thinking about switching supplier, we understand how important this decision is for your business and are always on hand to answer any questions you may have.

Mosaic work as an extension of your team, endeavouring to make sure you have all the information and input you need to assess how your campaign is performing. Our technology, which runs through the heart of our operation, provides you with this information, giving you SLA visibility to ensure KPI measures for post sortation, mail room opening rates, scanning, banking one-off payments and direct debit processing are adhered to.

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Scanning Donations - Mosaic


Accredited Supplier

At Mosaic Fulfilment Solutions, we understand our duty of care to your supporters. As a Level 1 PCI DSS accredited supplier, we can give you total peace of mind that the underlying technology, data integrity and security of our charity payment processing and response handling services are rock-solid. That’s why we are trusted implicitly by some of the UK’s most progressive charities today.


5 Ways to be great at saying "Thank You"

Our experience in mailroom response handling also extends to banking and thanking responses. Our digital print mailroom enables us to provide on-demand solutions for the full customisation of individual thank you pieces.

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