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

When to Start Planning Your Year-End Print Projects (with Stats to Back It Up)

As the leaves start to turn, savvy marketers and business owners know it’s already time to think ahead; way ahead. Year-end print projects like calendars, holiday cards, and branded gifts aren’t just festive extras; they’re powerful tools for brand visibility, customer loyalty, and employee appreciation. But timing is everything. Here’s a breakdown of when to start planning each major print category and the data that proves why early birds really do get the worm. 🗓️ Calendars: Start Planning by   July–August Why so early? Calendars are long-lead items that require design, proofing, and often bulk mailing. They’re also one of the most visible branded items used daily, all year long. Stat to know: 80% of consumers hang onto promotional calendars for the entire year, and 76% recall the brand on them months later. Pro tip: Finalize your design by September to allow for production and distribution by October. 💌 Holiday Cards: Start Planning by August Whether you’re sending...
Post a Comment
Read more

Dad-Approved Print Marketing: Tough, Practical, and Built to Last

  Father’s Day may be behind us, but the dad energy lives on. You know what we’re talking about—classic dad traits: practical, no-nonsense, a little sarcastic, probably wearing cargo shorts, and definitely giving side-eye to your “modern” marketing campaign. And if we’re being honest? Your next print project could probably use a little more of that. So let’s take a moment—post-Father’s Day—to appreciate what dads (and dad-like marketing) have always done best: kept things simple, sturdy, and surprisingly effective. Here’s what your next print piece might look like if it were designed by everyone’s favorite unofficial brand strategist: Dad. 1. Paper So Thick It Could Be a Coaster If your brochure can't double as a shim for a wobbly table leg, your dad would probably question your paper choice. He doesn’t believe in flimsy print. Neither should you. Thick stock = serious message. 2. Fonts You Can Read From Across the Garage Your dad doesn’t “squint at design.” He wants to se...
Post a Comment
Read more

You Found Us—Now Let’s Make Something Brilliant Together

We’ve been doing a happy dance over here (printer-safe, of course) because our blog has seen a huge spike in readers lately—and we just want to say: thank you . Whether you’re a longtime follower or just stumbled in for a tip or two, we’re thrilled you’re here. Our mission? To make printing feel less like a mystery and more like a creative adventure. From clever packaging ideas to troubleshooting tips, we love sharing what we know—and we love hearing from you even more. 💬 Let’s Keep the Conversation Going If you’ve found something helpful, inspiring, or just plain fun here, don’t keep it to yourself! Comment below —ask us your burning printing questions, share your favorite tip, or just say hi. Share the blog with your team, your clients, or your fellow print nerds. The more, the merrier. Follow us on Facebook and X  for even more ideas, behind-the-scenes peeks, and quick tips you can actually use. We’re constantly posting new content to help you get the most out of your...
Post a Comment
Read more