Kickstart your Response Handling: You Focus on the Campaign, We’ll Handle the Follow-Through

Why outsourcing response handling saves time, protects data, and improves outcomes 

• You’ve launched the campaign. 
• The message is strong. 
• Your audience is engaged. 
• And the responses are rolling in. 

Now what?

For many organisations, the post-campaign phase can quickly become overwhelming: 

• Opening hundreds (sometimes thousands) of envelopes 

• Sorting cheques, postal orders, and card payments 

• Manually entering supporter details 

• Logging issues and inconsistencies 

• Trying to stay compliant with GDPR and data standards 

It’s more than just admin, it’s a serious investment of time, energy, and internal resources. 

🧠 The reality of in-house response handling 

Still handling responses internally? You’re probably: 

• Pulling your team away from their normal day-to-day 

• Reducing priority on supporter follow-up 

• Managing potential errors and inconsistent processes 

• Missing re-engagement opportunities 

• Extra pressure on staff and resources 

It can be reactive, time-consuming, and often chaotic. 
That’s where Mango comes in. 

🧡 We manage the response, so you can focus on your organisation 

At Mango, our Response Handling service takes care of everything, from the moment a supporter posts a reply to the moment the donation is processed and logged. 

We work quickly, securely, and in full alignment with your campaign goals, giving you peace of mind, cleaner data, and more time to plan what’s next. 

✉️ What’s included in our response handling service? 

Here’s how it works: 

🔐 Secure receipt & preparation 

• Daily delivery via PO Box or direct handover 

• QR codes scanned on arrival to track volumes and identify campaigns 

• Mail sorted by appeal to maintain campaign integrity 

• “White mail” and unbankable items returned to your team 

✂️ Opening & sorting 

• All mail opened in a secure, recorded environment 

• Manual extraction of forms and payments 

• Sorted by donation type: cheque, card, postal order, cash 

• Batches capped at 30 items for complete accuracy 

🧾 Data entry & verification 

• Donation details logged in our secure database 

• Payment totals reconciled and double-checked 

• Issues flagged: expired cards, unsigned cheques, etc. 

• Gift Aid eligibility recorded 

• “Gone away” or deceased notices updated 

• GDPR opt-outs handled with care 

🏦 Banking & documentation 

• Unique PIS numbers assigned to each batch 

• Cheques/postal orders scanned for secure digital transfer 

• Secure storage until courier banking collection 

• All actions follow anti-fraud and dual control procedures 

📁 Document Management, Archiving & Fulfilment 

• All donation forms scanned and digitally archived 

• Originals securely stored by campaign 

• Scheduled shredding after 6 months 

• Full audit trail from donation to deposit 

• Printing and sending personalised thank you letters or receipts 

• Option to include newsletters, certificates, or small gifts in supporter packs 

• Fulfilment handled with the same secure processes as donations 

• Coordinated timings so communications reach supporters promptly after processing 

📊 Reporting & oversight 

• Daily summaries of volumes and banking activity 

• Weekly and end-of-campaign reports 

• MI dashboards to track performance and trends 

• Escalation reporting for anomalies or supporter concerns 

• Optional integration with thanking and fulfilment processes 

✅ Quality & compliance 

• All staff trained in data protection and charity regulations 

• Regular audits, spot checks and QA reviews 

• Full process logging and secure access controls 

🧘‍♀️The Result? Peace of Mind 

Imagine wrapping up a campaign knowing: 

• Your donations are banked securely 

• Your supporter data is clean and accurate 

• Your reporting is ready for the board 

• Your thank you letters and fulfilment packs are sent promptly, strengthening supporter relationships 

• Your team didn’t have to work late, sift through envelopes, or worry about compliance 

That’s the power of letting Mango manage your response handling from start to finish. 

📞 Book your free consultation 

Whether you’re a charity, a public body, or a campaign-driven business, we’ll tailor our response handling service to meet your needs. 

👉 Talk to Mango 

Let’s make your campaign follow-through as strong as your launch. Talk to Mango now or find us on Social Media