Mastering Addressee and Salutation Formats in Raiser’s Edge: A Step-by-Step Guide

Let’s face it—getting names right matters! Personal, warm, and accurate greetings turn ordinary communications into meaningful connections. In Raiser’s Edge, knowing the ins and outs of addressee and salutation formats will help your organization put its best foot forward. Here’s your friendly guide to mastering these formats.

Key Concepts

Addressee:
The formatted name used in the address block (e.g., “Ms. Sarah Jones”).

Salutation:
The greeting used in letters or emails (e.g., “Dear Ms. Jones”).

Addressee/Salutation Types:
Custom formats defined by your organization to dictate exactly how constituent names appear.

Primary Addressee/Salutation:
The default format automatically used unless otherwise specified for a particular mailing.

Processes and Procedures

1. Configure Addressee/Salutation Types
When you’re creating communications, it’s essential to start with correctly configured addressee and salutation types. Begin by navigating to Configuration > Addressees/Salutations, then click New Add/Sal to set up custom templates. Select relevant fields like Title, First Name, Last Name, and apply formatting options like Initial, Comma, or Smart. Always preview your new format at the bottom to confirm it appears correctly.

2. Select Addressee/Salutation Types
Depending on the type of mailing or report you’re preparing, you might select different addressee and salutation formats. For example, a formal fundraising letter may use a different format compared to an informal newsletter update.

3. Globally Change Addressees/Salutations
Sometimes, you’ll need to update the addressee or salutation across multiple records simultaneously. In Database View use Admin > Globally Change Records to make these bulk updates efficiently. Select constituents, define your query, pick your new format, and check “Overwrite existing value” to ensure consistency.

4. Edit Individual Records
Everyone loves a little special attention! For VIP donors or personalized situations, manually edit individual constituent records to make each greeting feel genuinely personalized.

5. Import Formats
If you have a large list of constituents, importing formatted data can streamline your process. Including addressee/salutation IDs ensures accuracy during the import.

6. Set Default Formats
Default formats make it easy to onboard new constituents. For example, when adding new members from outside platforms set default formats. This way, they will match your org’s standards automatically.

7. Smart Formatting
The Smart formatting feature is incredibly helpful for managing varied constituent data. For instance, it will automatically omit spouse names if you don’t list them, keeping your communications natural and accurate.

8. Troubleshooting Formatting Issues
Occasionally, your formats might appear incorrectly. Double-check your Configuration settings, and if necessary, reapply the desired format within Raiser’s Edge.

Advanced Formatting Options

• Initial: Displays names as initials (“J. Doe”).
• Comma: Inserts commas appropriately (“Simpson, Michael”).
• Conditional Break: Inserts line breaks based on content length.
• Hard Break: Forces a line break for long names.
• Concatenate: Removes spaces after fields for cleaner formatting.
• Smart: Omits fields if subsequent fields are empty, preventing awkward formatting.

Keeping Formats Organized

Regularly review your addressee and salutation configurations:

• Delete redundant formats or merge similar ones.
• Prioritize commonly used formats to simplify user experience.
• Document standard operating procedures create consistency across your team.
• Tip: A common approach is to add placeholder labels like “Single,” “Joint,” or “Spouse First” to the format list. That way, when you’re entering data for a joint couple, all joint-type formats stay grouped together.

Real-Life Examples:

Understanding different scenarios is crucial. Consider these examples:

• Formal invitations (men’s records): When addressing invitations to married couples where the husband is the primary constituent, you might format as “Mr. and Mrs. William H. Smith.”
• Formal invitations (women’s records): For records where the wife is the main person, the format may be “Mrs.” and Mr. William H. Smith.” This is a smart way to respect the primary constituent’s preference.

Using consistent and accurate formatting for your address and salutation saves time and strengthens the personal connection with your donors and prospects. Create documentation that outlines when each format should be used, ensuring everyone on your team knows the preferred approach for different scenarios. With clear guidelines in place and regular maintenance of those formats, you’ll keep important details accurate and up to date.