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If you work in a nonprofit, you know that every dollar matters. You’re tasked with raising awareness, building community, and inspiring donations. However, you often run on tight budgets and small teams. That means when it comes to printing fundraising mailers, event programs, or donor newsletters, you might feel caught in a tough spot: how do you produce materials that look professional and compelling, without spending more than you can afford?
Many people feel the same. According to Giving USA, total charitable giving in the U.S. reached over $400 billion in 2022. And yet, many nonprofits reported fundraising costs rising at the same time. Printing is a part of that equation, and it can either eat into your budget or help you stretch resources further.
At STPT, we’ve worked with nonprofits of all sizes such as churches and schools. We’ve helped them find smarter, more affordable ways to manage their printing.
In this article, we’ll walk through practical printing tips nonprofits can use to save money, improve efficiency, and create materials that make a lasting impact.
Table of Contents
- Take Advantage of USPS Nonprofit Mailing Rates
- Personalize Your Mailings to Boost Donor Engagement
- Bring More Printing In-House to Save Long-Term Costs
- Use the Right Finishing Options to Elevate Appeal Without Overspending
- Print Smarter: Optimize Quantities and Automate Workflows
1. Take Advantage of USPS Nonprofit Mailing Rates
Many nonprofits still rely on direct mail for fundraising. In fact, according to Statista, the average U.S. household received 455 direct pieces of mail in 2021, including 94 from nonprofits.
However, postage costs can add up quickly. The good news is that nonprofits may be eligible for much lower USPS rates, which can make a real difference.
For example, the current nonprofit postage rate for USPS Marketing Mail starts at just $0.148 per piece, which is far lower than regular postage. However, there’s a catch: in order to qualify, your mailings need to meet strict USPS guidelines, and your organization must also apply for and maintain a nonprofit mailing permit.
Pro Tip: Before launching a large campaign, review the USPS eligibility rules or work with a mailing partner to make sure your pieces comply. Getting approved for nonprofit rates can save thousands of dollars over the course of a year.
2. Personalize Your Mailings to Boost Donor Engagement
Generic “Dear Supporter” letters often end up straight in the recycling bin. A personalized letter, postcard, or appeal that speaks directly to a donor, on the other hand, is much more likely to get noticed.
And the numbers prove it. Research from Ballantine shows nonprofit direct mail response rates are between 5 and 9%. When combined with digital methods like email or social media, response rates increase to 28%. This means that personalization can boost engagement and donations.
Variable data printing (VDP) makes this easier than ever. It allows nonprofits to personalize each piece with names, donor history, or even unique appeals tailored to supporter groups. With a light production printer, such as the Xerox PrimeLink C9200 Series, you can create these personalized campaigns in-house, without relying on an outside vendor.
The result? You create more meaningful connections with your donors, and you see a higher return on your print investment.
3. Bring More Printing In-House to Save Long-Term Costs
If you’re outsourcing all your print jobs, such as newsletters, programs, invitations, and banners, you might be spending more than you need to. While outsourcing works for some projects, it often comes with high per-piece costs, long turnaround times, and less flexibility if you need last-minute changes.
By investing in the right printer, many nonprofits find they can save money over time by bringing more work in-house. Light production printers are designed to handle everything from simple black-and-white documents to vibrant, professional-quality marketing pieces.
For example, nonprofits we’ve worked with often start using in-house printing for:
- Fundraising mailers with personalized messages.
- Event booklets and programs with professional folding and finishing.
- Posters and banners for community events.
- Newsletters sent to donors and volunteers.
Not only does this save money, but it also gives nonprofits the flexibility to print smaller runs as needed, rather than over-ordering and wasting unused materials.
4. Use the Right Finishing Options to Elevate Appeal Without Overspending
Nonprofits don’t have to settle for plain, office-style documents anymore. With the right finishing options, you can easily elevate your newsletters, donor reports, or gala invitations to look polished and professional. And with the right equipment you don’t need to send them to an outside print shop either.
For example, the PrimeLink series offers useful add-ons like booklet makers, folding units, and trimming options. These tools allow you to produce materials that look like they came from a professional press, but are actually created in-house.
Pro Tip: Consider the impression your materials make. A folded, full-color donor booklet or a neatly trimmed event program can elevate your brand and show supporters that you genuinely value their involvement without stretching your budget.
5. Print Smarter: Optimize Quantities and Automate Workflows
One of the most common challenges that nonprofits face is figuring out the right amount of print material to order. Ordering too many can lead to wasted money on unused supplies, while ordering too few might mean running out before your event or campaign wraps up.
Luckily, digital presses make it easier to print smaller batches, so you can produce exactly what you need, right when you need it. Using automation tools like Xerox FreeFlow Core can also help streamline routine tasks such as setting up recurring newsletters or donor letters, saving time and minimizing mistakes.
This flexibility is especially useful for nonprofits that juggle multiple campaigns throughout the year, or that need to respond quickly to community events or fundraising opportunities.
Smarter Printing for Greater Impact
Printing plays a vital role in nonprofit outreach. Whether it's fundraising mail, event programs, or donor reports, the good news is that it doesn’t have to be a drain on your resources.
By leveraging nonprofit postage rates, personalizing your donor communications, bringing more printing in-house, using the right finishing options, and optimizing your workflows, you can make every dollar work harder for you. This way, you can produce high-quality materials that truly inspire action without overspending.
At STPT, we’ve seen firsthand how nonprofits can benefit from investing in the right printing strategies and tools. With light production printers like the Xerox PrimeLink Series, nonprofits can reduce costs, expand their capabilities, and free up more of their budget for the causes they care most about.
See How Digital Presses Could Fit Your Nonprofit
Curious how digital presses actually work and whether they make sense for nonprofits like yours? In our guide, What Are Digital Presses and Their Use Case?, we explain what they are, how much they cost, and the types of projects they’re best suited for.
If your main concern is managing day-to-day printing expenses with the devices you have today, you might be wondering about services. Take a look at our article: How Much Do Managed Print Services Cost? to see typical ranges and whether MPS could save your nonprofit money.
