Please use the following guidelines to submit your files:
Please include your company name on each file you send. Email your mailing list to sales@mailprosonline.com
The following File formats are acceptable:
• XLS, XLSX‐ Microsoft Excel
• CSV‐ Comma Delimited
• ASC‐ ASCII Text File
• TXT‐ Text File
• DBF‐ Database File
Delete all columns of data not required for the mailing
If you submit Excel files with multiple worksheets (tabs) of data please add “multiple sheets” to the file name.
Two mailing lists are included in your order. Each additional list will incur a charge of $10.00 to process.
Each data field should be in its own column
The FIRST & LAST NAME may be in separate columns or in a single column.
The ADDRESS LINE(s) should be in a separate column(s).
The CITY, STATE, ZIP CODE may be in a separate columns or combined.
Standard Formatting and Data Processing
Address Errors
Addresses that do not pass CASS and DPV validation have a high probability of not being delivered. It is our standard processing procedure to remove these records from the final mailing list. If the number of “undeliverable” records exceeds 5% of the mailing list total quantity we will contact you. If you would like these “undeliverable” addresses left in your mailing list and mailed to, please complete the Format Instruction form below and submit it with your mailing list. International records will automatically be removed from the final mailing list. Please discuss with your customer service representative if you would like these records mailed at an additional cost.
NCOA Update
NCOA processing will update addresses of people/businesses that have moved and have submitted a change of address form to the Post Office within the past 18 months. Any contacts on your mailing list that have moved will be updated with the recipient’s new mailing address. If you would like your mail pieces to remain in your target area then you need to add “or current resident” to your list so that it will not be run through the NCOA process.
Duplicate Elimination
Our standard method for duplicate removal is to de dupe by name and address (more than one mail piece to an address if a different name). This method requires both the name and address fields to match very closely to be considered a duplicate and then be removed from the list. If you do not want us to remove duplicate records from your list or would like us to de dupe by Address only (only one mail piece to an address regardless of different names), please complete the Format Instruction form below and submit it with your mailing list.
Address Block Formatting
Listed below is our standard for address block formatting. If you would like the address block formatting to be different than what is shown below, please complete the Format Instruction form below and submit it with your mailing list.
Additional information/fields may added (such as the endorsement line and barcode) as required by the USPS.
Standard formatting for address block is the preferred short alias address format with upper/lower case letters. The Post Office prefers upper case lettering but it is not mandatory and we believe that the upper case format makes the mailer look like “bulk mail”.
| Consumer / Residential Lists | Business Lists |
|---|---|
|
Name |
Name (if supplied) |
|
Or Current Resident (if in list) |
Title (if supplied) |
|
Address |
Company |
|
City, State, Zip |
Address |
|
|
City, State, Zip |
Resubmission of Mailing Lists after Processing
If we have already processed your mailing list and you need to update or change your list, you will be charged a $25.00 fee to reprocess your list for mailing.
Seeds
As a courtesy, we automatically add our address and the address on the mail piece to each list. This is helpful in determining how long the mailer took to be delivered and for you to “see” your direct mail piece after processing and delivery.
Mailing List File Submission
File Upload
Leave the default values checked to get standard formatting. Select other options only after thoroughly reading the descriptions above.
