How to Start the New Year with Cleaner Donor Data

Planning a strong year of fundraising? Start by making sure your donor list isn’t working against you.

If you’re kicking off January with big goals but a contact list full of duplicates, missing info, or lapsed donors from 2017... it’s time for a cleanup.

A cluttered donor database will make it harder to spot the people who are ready to give. A clean list helps you target those ideal donors, leading to more successful campaigns.

You gotta make space for the stuff that matters and let go of what’s dragging you down. It may not be as easy as wiping off your computer monitor (but maybe you should do that too?) but we promise that it can be done and we're here to walk you through it.

Why a Cleaner Donor List Matters

Many nonprofits are working with donor data that’s been cobbled together over time, using whatever tools they’ve had available, such as spreadsheets, old paper files, and half-updated systems.

And while that’s understandable, it’s also limiting.

• You can’t personalize appeals if the info is wrong.

• You can’t plan campaigns if your best donors are buried.

• You can’t work efficiently if you’re sorting through three versions of the same contact.

And when appeals go to the wrong people? You’re eroding relationships and ultimately losing out on donations.

So What Does a “Clean” List Really Look Like, Anyway?

“Clean” doesn’t mean perfect. It just means your data has been reviewed, updated, and makes your life easier. It helps you reach the right people, say the right things, and track what’s working.

Here’s what a clean list usually looks like:

• One donor = one record

• Contact info is current

• Giving history is easy to find

• You can group people by how they give

• You can pull a list in minutes — without breaking a sweat

If that doesn’t sound like your current setup, don’t stress. You’re just ready to take the next step.

5 Simple Steps to Clean Your Donor Data

You don’t need to dedicate a whole month to this. Start with one afternoon and use this checklist to clean as you go.

1. Hunt Down the Duplicates

Start by running a duplicate check — most donor databases have a built-in tool for this. If you’re using a spreadsheet, sort by name or email to spot double entries.

If you see two or more records for the same person, pick the one with the most complete info and combine them. You don’t need three versions of Jane Smith floating around, just one that’s correct.

2. Check the Contact Info

Pick your top 50–100 donors and double-check their email addresses, mailing addresses, and phone numbers. If you’re getting a lot of bounce-backs or returned mail, your data’s probably out of date.

So how do you verify contact info? A few easy options:

• Use a tool like NeverBounce to scan and clean your email list. It flags invalid or outdated addresses so you’re not wasting sends.

• Send a short “Update Your Info” email with a quick link or form. Keep it simple: “We’re updating our records — can you take 30 seconds to confirm your info?”

• Cross-check with past communication. If they’ve donated recently, make sure their receipt email didn’t bounce. If you’ve mailed them something, did it come back?

• Use your thank-you calls wisely. When you call to thank a donor, confirm their preferred email or mailing address while you’re at it.

You don’t need to do this for everyone at once. Start with your most active supporters and work your way down.

3. Identify Inactive Donors

If someone hasn’t donated, volunteered, or opened an email in 5+ years, they’re probably not your warmest lead anymore.

Don’t delete them, just tag them as inactive or move them to a separate list. That way, you’re not wasting energy or postage on people who’ve gone quiet, but you still have their info if they pop up again.

4. Use Simple Groups You Can Actually Keep Up With

You don’t need fancy tags or a long list of labels — especially if you’re managing your donor data in Excel. The key is to sort people in a way that helps you plan your next campaign, without creating a system that’s too hard to maintain.

Start with 2–4 basic groups, like:

• Active donors

• Lapsed donors

• Monthly givers

• First-time donors

In Excel, that could be as simple as adding a new column called “Donor Type” and filling it in manually as you go. It doesn’t update automatically — and that’s okay. You can revisit it once a quarter or update it when new gifts come in.

5. Make It a Monthly Habit

This isn’t a once-a-year job. Data hygiene is like brushing your teeth: small, regular effort beats a massive cleanup later.

Pick one person (or schedule 30 minutes a month) to review a section of your list. Trust us, it’s way easier to stay ahead than to catch up.

Why We Recommend a Donor Database (and Not Just a Spreadsheet)

Spreadsheets are great for a lot of things. Fundraising isn’t one of them.

Sure, they can track donations in a pinch. But they weren’t built to help you manage relationships, follow up, or grow your donor base. And the bigger your list gets, the harder it is to keep everything straight.

That’s why we recommend using a donor database. Our go-to for most clients is Little Green Light (LGL) because it’s affordable, nonprofit-friendly, and built to make your life easier.

With LGL, you can:

• Track giving history without digging through tabs

• Automate thank-yous and follow-ups

• Tag and segment donors based on how they give and engage

• Generate mailing lists and tax letters in seconds

• See everything you need about a donor in one place

• Build and send newsletters

Sure, it saves you time — a lot, actually. But more importantly, it helps you take better care of the people who care about your mission. That’s what builds lasting support.

We wrote more about why we love LGL right here, if you want to dig deeper.

Start the Year with a List You Can Trust

You don’t need a perfect donor list. But you do need one you can count on.

Clean data helps you send the right message to the right people and raise more money with less stress. It’s the kind of behind-the-scenes work that pays off every time you launch a campaign, send a thank-you, or build a new relationship.

And hey, there’s no better time than January to get your systems in order. A fresh start doesn’t have to mean a total overhaul. Start small. Pick one step. Block off an hour.

Then keep going.

If you’re ready to clean up your donor data or switch to a system like Little Green Light, we’d be happy to help you get started.

Reach out anytime at ghostwriterquill.com or give us a call at 866-GHOSTIE.