Application Process

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 your departure.

Application Steps

1. Complete the Applicant Data Sheet and return it to us.
   There are three ways to obtain the Applicant Data Sheet:
   1. Download the text version, copy and paste into your e-mail program, complete, and e-mail to us.
   2. 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.
   3. Download the pdf version, print, complete, and snail mail to us (address also located on the application sheet).
   4. And maybe some day I will actually get it to work on-line, but don't wait for me.
   
   
2. 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.

   
   
3. Clarify information submitted on Applicant Data Sheet.
   Somewhat obvious but takes a little time for us to finalize.
   
   
4. Send us your mailing list.
   Now for the fun part. You can send your mailing list in several formats.
   • Printed hard copy. The good old fashion time proven method. In fact, even if you send the list in one of the other formats it really helps us verify/clarify your data if we have a hard copy. If the data is in a table format it works best if you turn off any kinds of cell borders and print just the text in a clear, readable format.
   • Snail-mail a 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) best. 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 .dbf 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 .dbf 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 .dbf, .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
     Doe
     1234 Main St
     Somewhere
     MN
     55555
   • 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.

   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 written request.

   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!