Client Portal · Business Mailer Campaign
Business Mailer Campaign Plan
Melton Norcross already sends 10,000 to 15,000 letters to businesses every month, and they work. Until now, though, the only way to know which letters worked was a phone call. This plan makes every mailing measurable, organizes the lists into segments, and adds a companion email campaign to reach the same businesses a second way.
At a glance
- Every mailing becomes trackable with its own QR code and web address.
- Lists are organized into segments, such as by state or industry, so we can compare results.
- Letters get a refresh with the new brand and a clear next step.
- A companion cold email campaign follows up with mailer recipients who have a business email address.
- Monthly results show which segments respond, so postage goes where it works.
1. Where Things Stand
| Work | Status |
|---|---|
| Plan for grouping mailings into segments | Complete |
| Campaign-specific QR codes and web addresses | Ready for final review |
| Campaign landing page structure | Ready for final review |
| Tracking from mailer to website visit | Mostly set up and organized; goes live with the website |
| Refreshed letter | Next: starts from a copy of your current letter |
| Companion email campaign | Planned below |
2. Segmented Mailing Lists
Each monthly mailing is divided into a few segments. Each segment gets its own QR code and web address, so results are reported separately.
| Segment by | Example | What it tells you |
|---|---|---|
| State | Texas, Louisiana, Oklahoma, New Mexico | Which markets respond best |
| Industry | Oilfield services, trucking, equipment rental, construction | Which industries to grow |
| List source | Each purchased list | Which list vendors are worth buying from again |
We recommend starting with two or three segments and adding more once results come in.
3. A Refreshed Letter
- New logo and brand colors, matching the website
- One clear call to action: scan the code or visit the web address to place an account or download the Collections Readiness Checklist
- A QR code and short web address unique to the segment
- The phone number and both office addresses
- Two versions tested against each other each month, such as a different headline or offer, with the winner kept
4. Companion Cold Email Campaign
Many businesses on your mailing lists also have a business email address. A short, professional email sequence sent around the time the letter arrives doubles the chances of being noticed.
| Timing | Message | |
|---|---|---|
| 1 | As the letter arrives | “You should have received a letter from us this week” with the same offer and a link to the segment’s page |
| 2 | About 5 days later | A short, useful tip relevant to their industry or state |
| 3 | About 12 days later | A simple invitation to place an account or reply with questions |
- Sent from a separate sending address, so your main email and the Collections Alert are never affected by cold outreach
- Every email includes your business address and a one-click opt-out, as federal email rules require
- Email addresses are verified before sending to protect deliverability
- Sent at a measured daily pace, not in bulk blasts
5. How Results Are Reported
| Measure | What it shows |
|---|---|
| Scans and visits by segment | Which letters are getting attention |
| Forms and downloads by segment | Which letters are producing leads |
| Email replies | Interest from the companion campaign |
| Accounts placed | The business that came from each mailing |
| Cost per lead by segment | Where your postage is best spent |
6. What Happens After Approval
| When | What we do |
|---|---|
| Week 1 | Agree on segments; create QR codes and web addresses for the next mailing. |
| Week 2 | Deliver the refreshed letter design and two test versions for your approval. |
| First mailing | Letters go out from your mailer; the companion emails go out alongside them. |
| Each month | Results by segment, plus recommendations for the next mailing. |
7. What We Need From You
- Segments. How would you like mailings grouped: by state, industry or list source?
- Your mailing schedule. Which days do letters usually go out?
- Your current letter. A copy or file of the letter you send today.
- Lists. Which purchased lists include email addresses, and in what format?
Ready to approve?
Choose Approve, Pause or Cancel below, and leave your answers, questions or changes in the comments. We’ll begin the steps above as soon as this section is approved.