Is your QA process strong enough for year-end?

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For nonprofit digital teams, November and December are the Super Bowl of fundraising—with about 30% of all annual giving coming in during this time.

That pressure makes a rigorous quality assurance (QA) process non-negotiable as your email volume ramps up.

A single broken donation link, segmentation errors, or misrendered design can potentially cost thousands of dollars—and erode supporter trust at the exact moment you can least afford it.

Here’s how to ensure your QA process is built for year-end:

1. Standardize your workflow
A customized QA checklist is the backbone of error prevention.

Go beyond the basics (“check links” and “proofread copy”) to reflect your program’s unique needs: confirm copy in email matches what’s in the copy document, UTM parameters for analytics, conditional content for monthly donors, or CRM syncs.

Housing this checklist in a central, shared space is key. Whether you use Google Docs, Airtable, or Asana, make it part of the production workflow— so every campaign follows the same structure.

2. Test across platforms and devices
With an estimated 50-60% of nonprofit emails opened on mobile, you can’t rely on a single Gmail test send.

Different clients (Outlook, Apple Mail, Yahoo) render code differently—and small design breaks can tank click-through rates.

Tools like Litmus and Email on Acid let you preview your email in dozens of clients and devices before it goes live. Build these tests into your pre-send routine, not as optional extras.

3. Clarify ownership
During high-volume campaigns, ambiguity can create mistakes. When possible, assign explicit QA responsibilities across the team based on skillsets:

In smaller shops, make “buddy checks” mandatory: no one should ever QA their own work.

4. Stress-test segmentation and personalization
Year-end fundraising often leans on segmentation—like reactivating lapsed donors or thanking monthly donors.

But personalization is also where errors surface most often. Always test emails as if you’re in multiple supporter shoes:

Even minor missteps here can feel jarring to supporters and undermine trust.

5. Track errors in real time
QA is not only about prevention—it’s also about continuous improvement. Maintain a shared error log throughout December to spot patterns.

If multiple campaigns surface broken UTM links or default donation forms, escalate and fix the root issue rather than patching each instance.

6. Debrief and refine
When the dust settles in January, conduct a structured post-mortem.

Which QA steps caught the biggest errors? Where were bottlenecks? Update your checklist and workflows so each year builds on the last.

The bottom line
Sophisticated segmentation and creative storytelling are wasted if delivery fails at the last mile.

Treat QA not as a rush step but as a strategic safeguard year-round—protecting both your revenue and your donors’ confidence.

Free: Storytelling with care: Trauma-informed nonprofit narratives
Thursday, September 11 at 2pm EST
Learn how to gather and share stories responsibly with a trauma-informed approach that honors story owners while driving authentic fundraising and mission impact.

Free: Beyond the "Ask": Using Email Automation to Cultivate Donors All Year Long
Thursday, September 25 at 1pm EST
Discover how to set up automated, personalized campaigns that engage donors year-round—just in time for Giving Tuesday and beyond.

Free: Finding Your Voice: Content That Stands Out of the Crowd
Tuesday, October 21 at 3pm EST
Tired of robotic copy? In a copywriting rut? This free webinar shows you how to develop a distinct, authentic voice that makes your nonprofit’s content engaging and unforgettable.

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'Til next time!
Sara