Our application process takes 2-4 weeks to complete. It usually requires several
communications between you and us and is easier if this can be done while you are
still in the States, though not impossible if you are not. For this reason we
recommend that you begin the application process at least one month prior to
- Complete the Applicant Data Sheet and return it to us.
There are three ways to obtain the Applicant Data Sheet:
- Download the
text version, copy and paste into your e-mail program, complete, and
e-mail to us.
- Download the
text version, edit the file with NotePad (or any other text editor),
attach the file to an e-mail, and
e-mail to us.
- Download the
pdf version, print, complete, and
snail mail to us (address also located on the application sheet).
- And maybe some day I will actually get it to work on-line, but don't wait for me.
- Doctrinal Statement Approval.
Our ministry is sending out prayer letters for missionaries and maintaining
their address database while they are serving the Lord. As such we will only serve
missionaries of like faith, so we need a doctrinal statement from you or the
missionary organization you are going to the field under.
We have several doctrinal statements from
missionary organizations that we have already approved.
If you are with one of these organizations then consider this step completed.
If you are with another missionary organization you can help expedite
this step by providing us with a doctrinal statement, a URL of a
doctrinal statement, or a contact where we can obtain a doctrinal statement.
This part of the process will normally take 1-2 weeks to complete.
We will let you know our decision.
- Clarify information submitted on Applicant Data Sheet.
Somewhat obvious but takes a little time for us to finalize.
- Send us your mailing list.
Now for the fun part. You can send your mailing list in several formats.
- Printed hard copy.
- Snail-mail a CD/diskette. We use IBM compatable PCs and can receive the files
in ASCII text (.txt), Comma Separated Value (.csv), Excel (.xls), a database format
(.dbf). Other formats also work but can
take some time to verify and our software levels are limited.
If you choose this option, we recommend two forms of data be sent (i.e. ASCII
text and a .csv or .xls format). This is partly to ensure the data import
goes well and also since diskettes are notorious for bad sectors.
- E-mail any combination of the above. Use attachments, cut and paste
as straight text from your program, about anything works here. Again, if
you use this method send two forms (i.e. ASCII text and a .csv file) if possible.
- Mix any of the above. Might go without saying but the more ways we have
the data the better for both of us, but don't spend too long making
conversions or retyping the data. We can work with just about anything with
a .xls, or .csv file being the best but plain ASCII works too.
Note:We spend a couple hours converting each file to our software, cleaning up
fields and data, verifying the database, and removing duplicates. Once your address list
has been sent to us it is the master. Any changes should be made referencing it. Please
do not re-sent your entire mailing list unless you first get a copy from us to modify and we
can read it back in directly. Any other way is just too time consuming and takes us away
from our primary work of sending out prayer letters.
Address data arrangement. Here are some hints on making the data import better
if you haven't already established a database style or if you can change the
output of the data from your program.
- Keep title and first name in separate fields (i.e. "Mr & Mrs", "Joe").
- Don't use puncuation as the Post Office prefers to not have it clutter up the address so
we remove it.
- Don't use double quotation mark (") in the data fields. If you need one use a single quotation mark (') instead.
- Store each field on a separate line with an extra blank line between addresses:
Joe & Jane
1234 Main St
- Or better yet store each address on one line with a control character between fields:
(most programs do this when saving as "ASCII, comma separated values")
Joe & Jane,Doe,1234 Main St,Somewhere,MN,55555
- Add an extra field for country on all your foreign address.
- Also, keep foreign and US address in separate files if possible.
Depending on the format and ease of importing into our database this normally
takes 1-2 weeks. We don't start this process until after we have received your first newsletter.
Address List Usage Guarantee
We treat your mailing list with the utmost confidentiality possible.
We will never disclose any address
from your list without your prior written approval.
We will never sell, exchange, or give
your mailing list in part or whole to anyone for any reason.
We will only use your addresses for your mailings
and never share them or mail to them for our own or anyone else's mailing.
You can be absolutely sure we treat your mailing list as
your mailing list
and we are only caretakers in your stead. Therefore,
we will never withhold
your mailing list from you or from being transferred to another person upon your
Address List Guarantee
We will do everything in our power to maintain your mailing list,
including backing it up. However, we can not guarantee it will not be lost due to
circumstances beyond our control. You need to keep a backup copy yourself,
whether written or electronic. If disaster does hit, we will restore the data
without cost to you. Lord willing, we hope never to lose your data!
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