Skip to main content

Conquer Your Contacts: A Simple Guide to Setting Up a Mailing List

Creating a well-organized mailing list is the first step to a successful direct mail campaign. A clean, properly formatted list ensures your mail reaches its intended recipients, saving you time, money, and frustration. This guide breaks down the essential steps to setting up a mailing list that's ready for processing.

The Essentials: Required Fields

  • Name
  • Company/Business/ Organization
  • *Address 1
  • *City
  • *State
  • *Zip Code
  • Country (only if mailing outside the U.S.
*Every mailing list must include these fields.

Character Limits: Keep it Concise

Due to USPS space constraints, each field (including spaces and punctuation) has a maximum of 50 characters. Anything exceeding this limit will be truncated, potentially affecting delivery.

Formatting for Success: A Checklist

To ensure smooth processing, follow these guidelines:

  • Header Row: The first row must contain only column headers (e.g., "Address 1," "City," etc.). This tells our software what data each column contains.
  • Clear Columns: Each column should be clearly labeled and contain only one type of information. Avoid hidden columns, rows, or merged cells, as these can disrupt processing.
  • No Highlighting: Do not highlight any cells.
  • Consistent Formatting: If you're submitting multiple lists, ensure they all follow the same format. Ideally, combine multiple lists into one before sending. Combining lists later will incur additional handling fees.

Why Mailing Lists Get Rejected (and How to Avoid It)

Incomplete or incorrectly formatted data will lead to rejection. Here are common pitfalls:

  • Inconsistent Data: Double-check for typos, inconsistencies, or data in the wrong columns.
  • Column vs. Row Setup: Data must be organized across in rows, not down in columns.
  • Missing Fields: Ensure all required fields are present and correctly labeled.

 

Duplicate Removal (Deduping): Your Options

We offer automated deduping to remove duplicate entries. Choose the option that best suits your needs:

1.       Dedupe by Name and Address (Most Common): Removes records with exact duplicate names and addresses. Slight variations will not be flagged. Only the first record is kept.

2.       Dedupe by Address Only: Removes records with duplicate addresses, regardless of the name. Only the first record is kept.

3.       Do Not Dedupe: Processes the list as-is, without removing duplicates.

 

Canadian and International Addresses: Special Handling

For Canadian and international addresses:

  • Submit these records in a separate file or use separate, clearly labeled fields for Province, Postal Code (Zip Code equivalent), and Country. This ensures accurate identification and processing.
  • We cannot verify international addresses, so data will be used as provided.
  • Canadian and international mailings are priced separately. Contact us for details.

Pre-Printed Labels: We Can Help!

We can apply your pre-printed labels to your piece for an additional per-piece fee. However, this will require full First-Class postage (no presort discounts). 

Ready to Get Started?

By following these guidelines, you can create a clean, accurate mailing list that's ready for processing. This will streamline your mailing campaign and ensure your message reaches your audience effectively. Contact us if you have any questions!

 

 

TGS Direct

📍 16 Franics J Clarke Circle, Suite 104, Bethel, CT 06801
📞 (203) 794-1171
📧 info@tgsdirect.com
🌐 www.linktr.ee/tgsdirect



 

Labels:

Comments

Post a Comment

Popular posts from this blog

What Would Happen If You Put the Right Banner in the Right Place?

  Not every marketing tactic has to be big or complicated. Sometimes, it just needs to be seen. Here’s a look at how different types of local retailers might use banners this season, and what could happen if they placed the right one in the right place. Imagine This: A Pet Supply Store Near a Dog Park Business slows after the summer rush. The pet shop is tucked just off the main road, and most traffic goes right past the plaza without ever noticing it. The owner puts up a banner near the entrance to the nearby dog park. It reads: "Local Treats, Leashes & Toys – 2 Blocks Away →" It’s printed with a paw-print border and hung between two fence posts where pet parents can’t miss it as they head in or out. In just a few days, new customers start mentioning the banner. Some come in just to browse, while others sign up for the store’s loyalty program. It's not a huge campaign, but it works because it’s right where the audience is. Imagine This: A Boutique That’s Host...
Post a Comment
Read more

From Thank You to Sale: Using Print to Build Customer Loyalty

  Winning a customer is hard work. Keeping that customer is where real growth happens. Research shows it can cost up to five times more to acquire a new customer than to retain an existing one ( Harvard Business Review ). Yet too often, businesses focus on chasing the next lead while overlooking the ones they already have. Here’s the truth: a thank-you is more than courtesy. With the right strategy, it becomes the foundation of customer retention, keeping people engaged, loyal, and coming back again and again. Customer Retention Starts With Print Recognition Every customer wants to feel noticed. If they only hear from you when you’re selling, they’ll drift. Print gives you a chance to show recognition in a way that feels tangible. Imagine sending a card a week after a purchase: “We loved serving you! Here’s a reminder of what’s coming up next.” That single piece of mail not only thanks them, it tells them they matter. Loyalty Grows With Consistency One thank-you isn’t enou...
Post a Comment
Read more

Beyond the Party: 5 Smart Print Projects That Shine This Holiday Season

  The calendar’s full, the deadlines are tight, and everyone’s trying to make a good final impression before the year wraps up. If you didn’t plan your marketing early this year, that doesn’t mean it’s too late to make your brand shine. Even a few small print pieces can help you stay visible, thoughtful, and connected during the busiest time of year. Here are five smart print ideas that work beautifully now and are worth bookmarking for next year’s plan. 1. Printed Thank-You Cards There’s something about a printed thank-you that never goes out of style.  Amidst this season full of mass emails and automated messages, a card with a short, handwritten note feels surprisingly personal. Use them to thank clients, donors, volunteers, or vendors. Keep the message simple: a warm “we appreciate you” and a reminder that you value the relationship. If you’re too busy to handwrite each one, try a hybrid approach: print a short, heartfelt message inside and add a quick signature. It...
Post a Comment
Read more