Mail guides
Clubs and organizations
Manage shared advertising with clear ownership and consent.
Stop promotional mail to a dissolved club
A former officer who still has authority over a dissolved club's records can ask each advertiser to stop promotional mail addressed to the club. First check the stack for bills and legal notices. Those need a response, and a stop-mail request does not settle them.
Hand off promotional mail when a condo board changes
When a condo board turns over, the outgoing officers should give the new board a short list of vendors that send promotional mail. Resident and financial records stay out of that list. The incoming officers then decide which advertisers to keep, which to ask for an address or contact update, and which to ask to stop.
Check a fundraiser vendor agreement before stopping mail
Before asking a fundraiser vendor to stop mailing, look in your group's approved records for an agreement or order with it. If one exists, find the organizer responsible for it and list any open delivery or settlement task. Ask only about promotional mail for future campaigns.
Review vendor marketing sent to an HOA board
The board's authorized contact can ask vendors to stop marketing mail sent to the association. Before anyone writes, separate the advertising from invoices, renewal notices and anything owners must receive. Then get board approval for a short list of landscaping, maintenance and security vendors, and ask each one to stop promotional mail only.
Respond when a vendor asks for a group’s member list
Hold off on sending the list. First ask what the vendor plans to use it for. Then find out who in the group has the authority to share member contact details. Ask whether the organization’s name, mailing address and authorized contact are enough to locate the promotional record.
Keep private addresses out of a board’s advertising review
Put a one-page table in the packet and leave the mail out. Give each vendor one row: what it promotes, the decision the board needs to make, and who follows up. Street addresses, recipient names, label codes and unrelated mail contents stay off the page.
Review fundraising catalogs sent to a PTA
Keep the catalogs from the vendor running the fundraiser the PTA approved. Send the other vendors a short request to stop mailing sales packages to the PTA. The officer or volunteer who handles the PTA's advertising should send these requests. Members' home mail is outside this cleanup.
Control sales brochures sent to a youth group
Use the youth group's mailing record and any brochure code when asking a vendor to stop sales brochures. Leave out participant names, ages and family details. The leader's task is to identify the group record the vendor already mails, not to provide a roster.
Check an advertisement that uses your organization’s name
Your organization's name or logo on a vendor mailer does not prove the organization agreed to anything. Before anyone shares or endorses the piece, look for an agreement in your own files and ask a known contact whether the sponsorship exists.
Move organization advertising away from a former officer’s home
Send each sender a short request. Name the organization and the old officer mailing record, and ask the sender to stop sending the group's advertising to that home. Ask whether it can switch to the current address. The request should come from an authorized officer, or from the former officer with that officer's permission.