How to find lost alumni and build your contact database

Keeping alumni engaged starts with a very crucial step — keeping track of them! But over the years, contact details can go stale, emails might bounce, and graduates often drift away. So, how do you reconnect with those lost alumni and strengthen your database?

Check out this step-by-step guide to help you track down those missing contacts and build an engaged alumni network.

1. Audit your current data

Before searching for your lost alumni, start by assessing what you already have. 

Review your database and identify:

✅ Recently updated records – Older data is more likely to be outdated.

✅ Find your most engaged alumni – Some good indicators of those you have strong connections with are alumni who frequently like, comment on, or share your social content, open your emails and attend events.

✅ Bounced emails & returned mail – These signal incorrect contact info and need fixing.

And be sure to avoid these common pitfalls:

❌ Focusing too much on email data only – Young people change jobs and email addresses regularly — between the ages 18-24, people change jobs an average of 5.7 times!

❌ Inconsistent data entry– Be mindful of international telephone codes and keeping track of historical addresses.

❌ Consent matters– You might have a contactable person but no permission to reach out to them. That’s why it’s important to ensure your CRM allows alumni to manage their own consent settings.

2. Activate your engaged alumni

Your most engaged alumni can be your biggest allies, helping you reconnect with others by personally reaching out and inviting their former classmates to update their contact details. 

Encourage them to:

🔹 Invite former classmates to update their details.

🔹 Share an update form via WhatsApp, Facebook, or LinkedIn.

🔹 Join an incentive program for successful reconnections.

Think of them as a “spiderweb” spreading out to bring lost contacts back into the fold.

3. Reach out to the parents of recent graduates

Parents, especially those of alumni from the last 10 years, can help you build connections, though it's important to always consider privacy and data protection regulations.

You can try:

📩  Contacting parents to ask them to fill out or forward on an update form.

🎓  Highlight benefits of your alumni community, like networking and alumni events.

🏡  Consider using direct mail campaigns, as something physical in the mail (sent to the last known address) might be more likely to reach alumni—especially if they’re still living at home!

4. Get faculty and staff involved

While many alumni lose touch with development offices, it’s common for them to stay connected with teachers. 

Faculty can:

✉️  Send or forward an email asking alumni to update their details.
🔎  Cross-check lost lists with school records for better searches.
👩‍🏫  Some staff may also be past parents, who can provide additional connections through their or their children's friendship circles.

A simple ask could lead to a wave of reconnections!

5. Try postal mail for harder-to-reach alumni

For alumni with outdated emails but valid mailing addresses, try sending something they’ll want to open:

📬  A fun, engaging letter with a clear call to action.
📲  A QR code or pre-paid response card for easy updates.

Flysheets are also an effective tool. These visible sheets, included in plastic-wrapped mail, display return addresses and postage-paid information, making it easy for alumni to send back updated details.

6. Tap into social media

LinkedIn and Facebook are very powerful tools for reconnecting with alumni:

🔹 On LinkedIn – Make sure your institution is listed as a “school” page, not a business, to allow alumni to associate with it automatically.

🔹 Run targeted LinkedIn ad campaigns – Use institution names and known email addresses.

🔹 Use paid ads & lead forms – Capture updates through retargeting and social outreach.

🔹 Tag and highlight alumni success stories – Feature alumni achievements in posts and tag them to encourage engagement and sharing.

🔹 Direct messaging can work– Consider looking up lost contacts on LinkedIn or Facebook and sending them a simple message to update their details and become a part of your online community.

7. Assign a database researcher

Consider hiring or deploying someone in a dedicated role for research. A database researcher can:

🔎  Search Google, social media, and even obituaries.

📞  Call alumni based on available records.

📩  Use tools like Contact Out on LinkedIn to track down missing details.

8. Offer multiple update channels

Make it easy for alumni to update their details, wherever and whenever. 

🌍  Online forms on your website.
📧  Email prompts and newsletter footers.
📱  QR codes at events.
📢  Social media callouts.

Website pop-ups can also be highly effective! Well-designed pop-ups asking “Before you go, do you need to update your contact details?” can convert at rates as high as 8-9%.
 

9. Set up Google alerts for notable alumni

A great way to keep tabs on alumni achievements is to set up Google Alerts, which will notify you when a notable graduate makes the news.

📰 Go to Google Alerts, enter an alumni name (e.g., “John Doe”), and then customize your settings, such as frequency and sources, as necessary.
📣 Celebrate their success on social media or in newsletters — this strengthens their connection to your institution.

10. Invest in paid data services

If budget allows, investing in data services can significantly improve your alumni records. Batch address validation services help correct and enhance existing data, ensuring accuracy in communication.

Batch address validation services help correct and enhance existing data, ensuring accuracy in communication.

🔹 Batch address validation services

• Checks and corrects existing address data.
• Identify incorrect details and fill in missing information such as phone numbers.
• Look for AMAS (Address Matching Approval System) approved suppliers.

Change of address databases from postal services allows you to track alumni who have relocated, keeping your records up to date.

🔹 Change of address database validation

• Some postal services provide access to change-of-address data for a fee.
• Can help identify deceased records.
• Australia Post indicates that 80% of people who move report their new address

Common pitfalls to avoid

One major pitfall is relying too heavily on email, as alumni frequently change addresses. Expanding outreach to include postal mail and social media can increase response rates. 

Another challenge is inconsistent data entry, especially for international contacts, which can create gaps in your records. 

Finally, maintaining a continuous engagement strategy is essential—contacting alumni sporadically will yield fewer results than a sustained, well-planned effort.

Rebuilding and maintaining alumni contact lists is an ongoing process. By using multiple methods and maintaining regular communication, you can create a strong, engaged alumni network that benefits both your institution and its graduates.

Want to see how ToucanTech can help your team? Schedule a demo with one of our experts and discover how you can drive smarter alumni engagement today.