Avoiding issues that will cost you come March.
Clean Your Donor Database in January
By David Sena | BoldLeading.com
“Be very careful, then, how you live—not as unwise but as wise.”
— Ephesians 5:15 (NIV)
Some ministry habits feel uncomfortable, but they’re critical because they protect people.
One of those uncomfortable, key habits is this:
Have someone on your staff check local obituaries regularly—daily if possible. Many newspapers publish obituaries online, and the few minutes it takes to review them, perhaps with AI support, can prevent real pain.
Through the years, I've called faithful donors only to find out they had recently lost a spouse. I've also reached others who were walking through divorce or the aftermath of it. In those moments, "fundraising" doesn’t matter most. People do.
That's why your donor database matters. It's not just a list of names and addresses—it's a record of real relationships, real stories, and real life. And when January rolls around and nonprofit leaders everywhere are setting bold goals, the wisest development leaders know something others often overlook: now is the time to clean your donor database.
Because your database isn’t just information. It’s relationships.
And small maintenance today prevents painful mistakes tomorrow.
Tending to Donor Database Details (in January)
Strategic planning, event prep, and communication calendars are essential parts of a successful fundraising year. And planning these in January is wise. But if your donor database is cluttered or out of date, not only can painful mistakes happen, but even the best-laid plans can stall. And fundraising can quickly feel messy:
Returned mail stacks up.
Bounced emails pile up.
Address changes may not be keyed in consistently. Or at all.
Unfortunately, small teams don’t always have time to fix this until it becomes expensive. Or painful.
Two Fixes Most Teams Skip
“Be sure you know the condition of your flocks, give careful attention to your herds.” — Proverbs 27:23
“Menial” tasks most staff would rather avoid are some of the most important things your team will do. Processing returned mail and email bounces promptly ranks high in those small but critical practices.
Returned Mail
If you don’t process returned email in a timely manner, you’ll keep paying for wrong addresses. And donors will stop hearing from you.
Neglecting to process returned mail might mean missing key donor changes, such as those who are recently deceased. Worse, it could mean sending repeated mailings to those who are no longer living or to family members grieving their passing.
Bounced Emails
Bounced emails are also easy to overlook, but doing so could mean missing important points of contact with your key, faithful donors.
Emails bounce for various reasons. “Hard bounces” typically mean an incorrect email was used, your emails have been blocked, or the address has been removed or deleted. Soft bounces, on the other hand, can occur if an inbox is full, a server is down, or the email being sent is too large.
In either case, the donors deserve your attention so they can continue receiving welcome news, reports, and offers to give from your organization—or invitations and communication on important events.
If you don’t clean bounces, your donors may never receive what you’re sending, and your email data and results won’t be trustworthy.
January Cleanup Plan (Small Team Edition)
Cleaning your donor database doesn’t have to be a big project. You just need a simple rhythm:
Pull three lists:
Returned Mail
Bounced Emails
Do Not Mail or DeceasedUpdate each related record immediately
Add a quick note into your system for history:
What changed
Why
Who updated the record (and when)
One consistent rule goes a long way:
If you update a donor record, leave a note. Every time.
A Donor Database Cleanup Cheat Sheet
Want a simple internal guide you can follow to keep your donor database clean and functional? Download our Donor Database Cleanup Guidelines & Cheat Sheet.
Final Word
January is quickly coming to a close, but there’s still time to plan for campaigns and create rhythms of habit and change that will help protect relationships and the people who faithfully partner with you. Even if tedious, your efforts will be worth it.
About Bold Leading
For more than 10 years, Bold Leading has helped nonprofit leaders develop strong teams, establish healthy principles and processes, and grow their capacity in marketing, fundraising, and strategy—so they don’t merely survive but thrive in their mission to serve and share Jesus.
If you’re ready to move forward with confidence—or could simply use a fellow leader to pray and think with—I’d love to talk with you.
Dave Sena
Dave is a Christian nonprofit leader and consultant who equips faith-based, Gospel-centered organizations to serve with excellence. As an ordained minister, former non-profit CEO, and Air Force Academy graduate with a BS in Computer Science, Dave’s passion is to help ministry leaders share the message of Jesus with clarity and confidence.
Contact: dave@boldleading.com
Visit: BoldLeading.com
“The plans of the diligent lead to profit.” — Proverbs 21:5 (NIV)