How to Prepare a Mailing List for Print

A clean mailing list reduces returned pieces, production questions, and privacy risk. Prepare the data as carefully as the artwork and approve the final record count before a targeted campaign moves forward.

Use a clear table

Provide one recipient per row. Put each data element in its own consistently named column, such as first name, last name, company, address line 1, address line 2, city, state, ZIP code, and any approved personalization fields.

Clean the records

• Remove blank rows, test entries, and obvious duplicates.
• Standardize state and postal-code formatting.
• Separate apartment or suite information when requested.
• Check that every required address field is present.
• Remove recipients who should not be included.
• Freeze formulas into final values before delivery.

Protect personal data

Share only the fields needed for the approved campaign, using the secure transfer method specified for the order. Do not place customer lists in public links, page forms, or ordinary artwork files. Confirm who supplied the data, who is authorized to use it, and when working copies should be removed.

Approve the count and sample

Record the submitted count, cleaned count, duplicate or invalid removals, and final production count. If the piece is personalized, review representative records including long names, missing optional fields, and multi-line addresses.

Verify the mailing workflow

Confirm list processing, address hygiene, suppression requirements, postage class, indicia, sorting, drop location, production schedule, and delivery expectations. SticPrint confirms targeted-mail operational and privacy details for the selected campaign during order review.