Recommended Mail Reports - FS Guide

• Top Mail - This report is based on tagged issue codes and offers a geographic breakdown of constituent mail. The report groups your issue codes together allowing you to toggle between city, zip code, or county to identify the locations where issue codes were most prevalent. Alternatively, you can select the tabs to retrieve data by city, zip code, or county first and identify which issue codes were most often tagged.

  • This report requires that you have an effective system in place for tagging mail with issue codes and are diligently doing so. If the Top Mail report is used effectively, it is one of the most useful reports for gauging not only the priorities of your constituency but also targeting outreach, since you’ll know the issues most important to specific parts of your district.

• Open Mail - This report allows you to specify a date range and identify how much mail was open (logged) at the start of the date range, how much was logged during the date range, how much was closed in that time, and how much remains at the end, all broken down by staffer. This report is very helpful in understanding the progress your mail team is making in processing logged mail.

  • The Open Mail report requires little additional system maintenance to render its findings. You simply need to keep logging mail and sending/closing out responses, and it will do the job for you.  

• Mail by Type - This report helpfully provides a breakdown of the mail your office has thus far received and logged and breaks it down by the type of correspondence (individual email, campaign mail, physical letter, phone call, etc).

  • This report, like the Open Mail report, requires no specific maintenance. It will simply report on what’s there.

  • This report does not include outbound messages generated by the bulk mailing tool, as these have no associated inbounds. 

• Form Letters - This report gives you a breakdown of how many form letters you have sent out via email or printed and whether they were customized prior to sending.

  • This report, like the Open Mail report, requires no specific maintenance.