Mailing

Tips for Preparing and / or Maintaining Address Lists

1. Choose the program to contain the address list. Suggested programs include Excel, Access and Filemaker, or most programs capable of exporting or creating lists in field format. It must be capable of being set up for individual records and individual fields inside the record as shown below. (The complete drawing represents one record while each block represents an individual field within the record.)

NAME

COMPANY

ADDRESS_1

ADDRESS_2

CITY

STATE

ZIP

The sample record above shows the minimum, but not limited to, number of fields normally used in a list. You may use any number of fields you need, just export the required ones for mailings.

2. The program should be capable of saving or exporting the list in a format which is usable by a mailing program. Some common formats are DBF, ASCII (comma or tab separated). The more compatible your list is with mailing programs, the less additional setup charges will be incurred.

3. An address is a a physical location. A qualified mailing address is a physical location to which the USPS will deliver mail. Most address lists contain two (or more) address fields. The reason is there may be a "physical location street address" and a "PO Box mailing address". Normally only one of the addresses will CASS Certify. In preparation for exporting the list for a mailing, export both addresses as the qualifying software will pick out the correct address to use for the mailing address.

4. The content of an address field should contain all the data necessary to pinpoint a physical location as shown in the example below..

Status	ADDRESS_1	ADDRESS_2
INCORRECT	123 Main St	Apt 101
CORRECT	123 Main St Apt 101
CORRECT	123 Main St Apt 101	PO Box 101

DO NOT's for your address list

DO NOT PUT NON ADDRESS DATA IN THE ADDRESS FIELDS!!!!

This has the possibility of creating some very undesirable results when addressing the mail pieces. To store additional data, add a field to the database for that information.

DO NOT ABBREVIATE THE STREET NAME

DO NOT USE PUNCTUATION IN ANY PART OF THE ADDRESS

Elements that make up a street address:

Number	*Predirectional	Street(1)	*Postdirectional	Suffix	*Second Unit Designator	*Second Unit Number
101	N	Ridge	SW	Rd	Apt	101

*May or may not be present in an address.

(1) Do not abbreviate the street name.