The Importance of National Change of Address (NCOA) Processes


Charities play a vital role in addressing societal issues and providing support to those in need. To effectively carry out their missions, charities must stay connected with their donors, supporters, and beneficiaries. One often overlooked yet essential aspect of maintaining this connection is the National Change of Address (NCOA) process. In this blog post, we will explore the significance of NCOA processes for charities and why conducting them at least annually is essential for their success.

Understanding the National Change of Address (NCOA) Process

The NCOA process is a service offered by postal services (often via a supplier partner) that helps organisations keep their mailing lists up-to-date by identifying and updating addresses for individuals and businesses that have moved. This service is particularly relevant for charities that heavily rely on direct mail campaigns to reach their donors and supporters.

Benefits of NCOA Processes for Charities

  1. Maintaining Data Accuracy: Regularly updating donor and supporter addresses ensures the accuracy of the charity’s database. This, in turn, minimises the chances of mailing materials to incorrect or outdated addresses, reducing both waste and costs.
  2. Enhancing Communication Effectiveness: By having accurate and up-to-date addresses, charities can effectively communicate with their donors and supporters. This is crucial for maintaining strong relationships, updating stakeholders on the charity’s activities, and encouraging continued support.
  3. Cost-Efficiency: Sending mail to incorrect or outdated addresses can result in wasted resources and increased postage costs. By conducting NCOA processes, charities can optimise their mailing lists, saving money and allocating resources more efficiently.
  4. Compliance with Postal Regulations: Adhering to USPS regulations is essential for any organisation that relies on postal services. Regular NCOA processing ensures that charities comply with these regulations, preventing potential penalties and disruptions in their mail delivery services.
  5. Reducing Undeliverable Mail: Outdated addresses contribute to undeliverable mail, which can negatively impact a charity’s reputation. By staying proactive with NCOA processes, charities can minimise the number of undeliverable items, maintaining professionalism and credibility.
  6. Improving Donor Retention: A charity’s ability to maintain accurate contact information demonstrates professionalism and dedication to its supporters. This, in turn, fosters trust and loyalty among donors, increasing the likelihood of continued support.

In the dynamic landscape of charitable work, adapting to change is paramount. National Change of Address processes provide charities with a simple yet effective tool to stay ahead of address changes, ensuring that their communication channels remain open and effective. By investing in NCOA processes, charities can not only save costs but also foster stronger connections with their donors, ultimately driving the success of their mission-driven initiatives. Embracing this proactive approach to data management is a small but significant step towards creating a more efficient and sustainable charitable sector.