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Address Data Base Instructions

The document outlines the requirements for preparing address data lists, emphasizing the use of Excel or tab-delimited files while maintaining proper formatting. It specifies the necessary columns for U.S. addresses, including name, company, primary and secondary addresses, city, state, and ZIP+4 codes, as well as guidelines for foreign addresses. Additionally, it highlights the importance of adhering to USPS standards, such as using ALL CAPS and avoiding unnecessary information.

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83 views1 page

Address Data Base Instructions

The document outlines the requirements for preparing address data lists, emphasizing the use of Excel or tab-delimited files while maintaining proper formatting. It specifies the necessary columns for U.S. addresses, including name, company, primary and secondary addresses, city, state, and ZIP+4 codes, as well as guidelines for foreign addresses. Additionally, it highlights the importance of adhering to USPS standards, such as using ALL CAPS and avoiding unnecessary information.

Uploaded by

olocecilia.liu
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Preparing Address Data Lists:

Excel files are preferable but tab delimited files will also be accepted.
Keep the list properly formatted and avoid mixing column information.
Do not include anything not required for the address block, i.e. student ID, member #, phone, email, etc.
Keep all addresses on the same Excel sheet.
Do not merge cells.
Do not use line breaks within cells.
Do not include foreign addresses for permit mailing.
Foreign mail requires different postage which requires a separate list. For foreign address guidelines, see below.
USPS prefers ALL CAPS, no punctuation (except for hyphenation in address lines) and ZIP+4 codes.

Required information:
Column A Person’s Name. First and Last Name OR First Name and Last Name may be put in separate columns.
Column B Company or Business Name, if applicable.
Column C Primary Deliverable Address. Post Office OR Street Address.
Suite #, Apt #, Bldg #, Room #, if needed, are part of the Primary Deliverable Address.
Column D Secondary address unit, only if applicable.
This may include Records Dept., Accting, etc. and will appear above the Primary Deliverable Address.
Column E City
This column may contain City, State and Zip+4 in one column, eliminating the need for columns F and G.
If using City, State and Zip format: CITY STATE ZIP+4 - no punctuation, one space between city and state and TWO spaces
between state and Zip are required by the USPS.
Column F State
Column G Zip+4

Proper addresses need only be 3 - 5 lines. Examples of a correct address format:

JOE SMITH JOE SMITH JOE SMITH


IPLAN CORPORATION 104 E RATHERFORD SAX BLDG RM 312
MARKETING DEPT TRENTON NJ 08625 104 E RATHERFORD
104 E RATHERFORD TRENTON NJ 08625
TRENTON NJ 08625

________________________________________________________
Foreign Addresses
The bottom line of the address should show only the COUNTRY name, written in full (no abbreviations) and preferably in capital letters. Do not place the postal codes
(ZIP Codes) of foreign country designations on the last line of the address. Do not underline the COUNTRY name. An example of a correct foreign address follows:

INGE DIETRICH-FISCHER
HARTMANNSTRASSE 7
5300 BONN 1
GERMANY

Canada Only
The following address format is used when the postal address delivery zone is included in the address. Use the standard two–character abbreviation for provinces
and territories. On mail to Canada, there must be two spaces between the province abbreviation and the postal code, as shown below between “ON” and “K1A 0B1”:

MS HELEN SAUNDERS
1010 CLEAR STREET
OTTAWA ON K1A 0B1
CANADA

Required information:
Column A Person’s Name
Column B Company or Business Name
Column C Primary Deliverable Address
Column D Provence and Postal Code
Column E Country

Mailing Standards of the United States Postal Service


Publication 28 - Postal Addressing Standards, January 2013, PSN 7610-03-000-3688

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