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1. Since I usually use my own stationery and like to send coloring pages or stickers (requiring larger envelopes), I ordered a custom stamp with Compassion's Child Correspondence Dept. address on it. No more writing the address on everything!
2. Rather than writing the child's and my ID numbers on everything, I use .5" x 1.25" labels. I created a Word label document for each child, with three lines: the child's first name on the first line, their ID number on the 2nd, and my ID number on the 3rd. I print out a bunch of sheets and keep them in a folder, alphabetically by the children's names. The labels are small enough to be unobtrusive on coloring sheets or anything else I send.
3. When I receive a letter from a child, I write the date at the top, and keep it in a napkin holder on my table. After I've replied to it, I punch holes in it and put it in a binder. I have a tab for each child. This way I can also review previous letters as I'm writing to them.
4. I sometimes send Bible verses, and usually write them on animal shaped cards for the younger ones, or decorated cardstock for the older ones. I usually spend an evening writing them all at once, so they are ready to go when I write the letters that month.
5. I keep a file for each child in my file cabinet, with things to send them in the future. I've found some Spanish coloring books, and Bible coloring books, stickers, etc. By having them already sorted out in the folders, when I write to a child I can just reach in and find things to send them, knowing that I haven't already sent them the same thing!
6. I made a spreadsheet in Google docs with a tab for each child. Each child's page has their little picture from Compassion's website, their ID, country, and language they speak. Then I keep track of every letter I receive (and the date), and the things I send them.
A typical entry is: 3/4/2015 dinosaur letter, Bible pages, stickers Psalm 50:15
That way I can see if I'm always sending the same stationery (animal notepads really) or need to mix it up a bit. The last column is the Bible verse I included, if I sent one that month.
7. A few times a year (as a break) I'll send an online letter to all the children, including photos. I write one for the older kids, then change the wording a bit for the younger ones.
I'm looking forward to hearing other ideas!