Creating a Proper Mailing List

We can guide you through all the steps to make your list prep easier.

USPS has strict standards for addressing mail. Two main reasons are to reduce undeliverable pieces and processing costs. By following USPS guidelines, you can receive postage discounts and faster processing times. Depending on your mailing list, getting it to meet USPS requirements can be complicated. To simplify the process, we created the following guide to help. 

Before Getting Started 

It’s important to remember that all successful mailings start with a good list.  

And we simply cannot create mailable addresses from incomplete, incorrect or improperly formatted data. Also please be aware, while our processes and software do a great job of standardizing and updating addresses (if using NCOA), it’s normal to see up to 10% in returns or undeliverable pieces per mailing campaign. 

Our mailing team has years of experience and has worked with lists from various campaigns and businesses. While this guide is here to help you prepare your list, we’re always here to help. 

If you aren’t seeing the shipping options needed to fulfill your campaign requirements, please use the mailing quote form for additional mailing options and custom solutions. 

Common File Types  

We recommend submitting your list in one of the following formats: 

CSV, TXT, XLS or XLSX 

Please note that we can accept formats other than the file types listed above, however fees may apply if extra time is required to format the data. 

Preparing Your Mailing List 

We realize that not all mailing lists will be in the requested format and your list may need to be manipulated before it will be ready for USPS.  

Please note, our company has requirements for mail lists. Failing to follow these could result in additional charges for corrections. The Client Services team will notify you of any issues with your list. You can decide to make corrections on your own or pay for our assistance. 

File Requirements

1. Field headers and fields are in columns, and records are in rows. Please make sure your list is formatted like the screenshot below. 

CORRECT FORMAT 

All information is for each record is in the same row 

INCORRECT FORMAT 

This is wrong. Addresses are separated into multiple rows 

2. International and Canadian Addresses  

For addresses mailed outside the US, it’s very important to list the country written in full (no abbreviations) per USPS requirements. Additional charges may apply to international mailings. 

If possible, please submit international records in a separate file. This will help us to properly identify those records. Also, be sure to select the option on the product page if you would like us to remove international addresses from your list for you. 

3. Please make sure fields contain no more than 50 characters.  

Your list of addresses will be automatically standardized according to USPS guidelines. Because all of the addresses must fit in a specific area, USPS allows a maximum of 50 characters per field including spaces and punctuation. Anything longer will be truncated. 

Examples: 

1. If a job title is long, “Vice President of Relations and Communications” will become ““Vice President of Relations and Communicati” 

Suggestion: “VP of Relations and Communications” 

2. If company and address are in the same field, “Magnificent Printing Company, Inc. 22900 Spring Sunnyside Ave” will become “Magnificent Printing Company, Inc. 22900 Spring S” 

This address may not be deliverable.  

Suggestion: Split the company and address into two different fields 

Terms & Explanations

Duplicate Removal 

Deduping is an automated process for identifying and removing duplicate records from your list. You have the following options to determine how duplicates will be removed. 

• Name and Address (most common) 

Fields containing name and address info will be compared. Only the records that contain both a duplicate name AND a duplicate address will be removed. 

Note: Deduping is not a perfect process – it looks for EXACT matches, and if there is any discrepancy between the names or addresses of the two records, the duplicate will NOT be removed. In the event a duplicate is removed, the first record in the list will remain. 

• Address Only 

Address fields will be compared with all of the other records on the list. Only the first record will be kept. 

• Do not Dedupe 

First Class vs Standard Mail 

Choosing between First-Class and Standard USPS mail services depends on various factors, including the urgency of delivery, the size and weight of the mail piece, and budget considerations. Here are some key factors to consider when deciding between First-Class and Standard USPS mail: 

Delivery Speed

First-Class Mail: This service is generally faster and more expedited compared to Standard Mail. It is suitable for time-sensitive documents, letters, and small packages. Delivery times are typically 1-3 business days within the United States. 

Standard Mail (now known as Marketing Mail): Delivery times for Standard Mail are generally longer than First-Class Mail. It’s a more economical option but may take 2-9 business days for delivery. 

Size and Weight Restrictions

First-Class Mail: Suitable for envelopes, postcards, letters, and small parcels up to 15.99 ounces in weight. 

Standard Mail (Marketing Mail): Can accommodate larger and heavier items but may have specific size and weight restrictions. It is commonly used for bulk mailings, advertising, and promotional materials. 

Cost

First-Class Mail: Typically more expensive than Standard Mail due to its faster delivery speed and priority handling. However, it may offer better value for time-sensitive materials. 

Standard Mail (Marketing Mail): Generally more cost-effective for bulk mailings, making it a popular choice for businesses sending large quantities of promotional or advertising materials. 

Bulk Mailing

First-Class Mail: While suitable for small to medium-sized mailings, it may become cost-prohibitive for very large bulk mailings. 

Standard Mail (Marketing Mail): Designed for bulk mailings and offers discounted postage rates for businesses sending a significant volume of identical or similar pieces. 

Tracking and Confirmation

First-Class Mail: Typically includes tracking and delivery confirmation services, providing more visibility into the delivery process. 

Standard Mail (Marketing Mail): Basic tracking options may be available, but not as comprehensive as those offered with First-Class Mail. 

Type of Content

First-Class Mail: Ideal for personal correspondence, important documents, invoices, and time-sensitive materials. 

Standard Mail (Marketing Mail): Suited for advertising, promotional materials, catalogs, and other non-urgent bulk mailings. 

Ultimately, the choice between First-Class and Standard USPS mail depends on the specific needs and priorities of the sender. If speed and tracking are crucial, First-Class Mail may be preferred. For large-scale marketing campaigns or less time-sensitive materials, Standard Mail (Marketing Mail) may offer a more cost-effective solution. 

NCOA and Current Resident 

Customers use NCOA for mailing to improve the accuracy of their mailing lists, reduce returned mail, achieve cost savings, comply with postal regulations, enhance customer relationships, maintain data quality, and ensure legal and privacy compliance. 

In some cases, mailing to “or current resident” is an effective strategy for when the sender wants to cast a wide net and reach all individuals or households at a specific address, regardless of whether the intended recipient is the current resident or not. This approach is often employed when the sender doesn’t have access to the most up-to-date recipient information or when the goal is to maximize the reach of a marketing campaign. 

Here are some reasons why a sender might choose to use “or current resident” in their mailings: 

Incomplete or Outdated Mailing Lists: If the sender’s mailing list is not comprehensive, lacks current resident information, or has outdated details, addressing the mail to “or current resident” allows them to still reach individuals or households at that address. 

Broad Marketing Campaigns: In some cases, marketers may want to cast a wide net and promote their products or services to an entire geographic area or specific neighborhoods. Using “or current resident” ensures that the marketing materials are delivered to every household, regardless of who currently resides there. 

Maximizing Delivery Reach: By including “or current resident,” the sender increases the chances of the mail piece being delivered even if the intended recipient has moved. This can be beneficial for businesses aiming to generate leads, raise awareness, or attract new customers. 

Cost-Effective Mass Mailings: When conducting large-scale direct mail campaigns, particularly for marketing purposes, addressing the mail to “or current resident” can be a cost-effective approach. It simplifies the mailing process and avoids the need for constant updates to recipient information. 

It’s important to note that while mailing to “or current resident” can be a practical strategy in certain situations, it may not be as targeted or personalized as using the National Change of Address (NCOA) service. NCOA helps ensure that mailings are directed to the most current and accurate addresses, reducing the likelihood of undeliverable mail and improving overall campaign effectiveness. Depending on the goals of the campaign and the nature of the mailing list, a combination of strategies, including NCOA for address updates and “or current resident” for broader reach, may be employed. 

Examples

Field Header and Address Examples (only use or add the columns you need) 

Residential 

First_Name

Middle_Name

Last_Name

Address

Address2

City

State

Zip

MemberID

Residential with ATTN or C/O 

ATTN_First	ATTN_Middle	ATTN_Last	First_Name	Middle_Name	Last_Name	Address	Address2	City	State	Zip	MemberID
JEFF	L	DOE	SAM	M	DOE	123 ANYWHERE ST		ELMHURST	NY	11373	999999
CareOf_First	CareOf_Middle	CareOf_Last	First_Name	Middle_Name	Last_Name	Address	Address2	City	State	Zip	MemberID
JEFF	L	DOE	SAM	M	DOE	123 ANYWHERE ST		ELMHURST	NY	11373	999999

Or 

ATTN_Full_Name	First_Name	Middle_Name	Last_Name	Address	Address2	City	State	Zip	MemberID
JEFF L DOE	SAM	M	DOE	123 ANYWHERE ST		ELMHURST	NY	11373	999999
CareOf_Full_Name	First_Name	Middle_Name	Last_Name	Address	Address2	City	State	Zip	MemberID
JEFF L DOE	SAM	M	DOE	123 ANYWHERE ST		ELMHURST	NY	11373	999999

Residential with Titles or Suffixes 

Title	First_Name	Middle_Name	Last_Name	Suffix	Address	Address2	City	State	Zip	MemberID
DR	JAMES	L	DOE	JR	123 ANYWHERE LN	APT 333	NEW BEDFORD	MA	02740	999999

International 

First_Name	Middle_Name	Last_Name	Address	Address2	City	State	Zip	Country	MemberID
JOYCE	L	BROWNING	2045 ROYAL ROAD		LONDON		WIP 6HQ	ENGLAND	999999
JOYCE	L	BROWNING	2045 ROYAL ROAD		ST PAUL		06570	France	999999
HELEN	L	SAUNDERS	1010 CLEAR STREET		OTTAWA	ON	K1A 0B1	Canada	999999

Business and Residential  

Mailstop_Code	First_Name	Middle_Name	Last_Name	Functional_Title	Dept_Division	Business_Name	Address	Address2	City	State	Zip
MSC4567ABCD	MILDRED		DOE	DESIGN ENGINEERING MANAGER	BRAKE CONTROL DIVISION	BIG BUSINESS INCORPORATED	12 E BUSINESS LN	STE 209	KRYTON	TN	38188-0002
	JANE	M	DOE				123 ANYWHERE LN	APT 111	NEW BEDFORD	MA	02740
						ABC PRINTING COMPANY	123 ANYWHERE BLVD	UNIT 1	NEW BEDFORD	MA	02745

Business and Residential with Titles or Suffixes 

Title	First_Name	Middle_Name	Last_Name	Suffix	Functional_Title	Dept_Division	Business_Name	Address	Address2	City	State	Zip
DR	MILDRED		DOE		DESIGN ENGINEERING MANAGER	BRAKE CONTROL DIVISION	BIG BUSINESS INCORPORATED	12 E BUSINESS LN	STE 209	KRYTON	TN	38188-0002
MS	JANE	M	DOE					123 ANYWHERE LN	APT 111	NEW BEDFORD	MA	02740
MR	JOHN	M	DOE	SR	PRESIDENT		ABC PRINTING COMPANY	186 ANYWHERE BLVD		NEW BEDFORD	MA	02745

The Fields

The fields in your mailing list will be printed in the order shown below. Please make sure your list includes all of the required fields. 

Name Fields

The USPS calls any name a Recipient, Name, or Attention Line.