(847) 841-8400

mail file prep



It is very important that you thoroughly read the file submission requirements listed below and submit your files in accordance with these requirements. Files that are submitted incorrectly can delay your project and result in additional fees. If you have any questions regarding the file submission requirements – please do not hesitate to call us!

File Requirements
All file names must contain your company name.

File formats we accept:
• XLS, XLSX- Microsoft Excel
• CSV- Comma Delimited
• ASC- ASCII Text File
• TXT- Text File
• DBF- Database File
• Wk1, wk3, wks- Lotus 1-2-3

Delete all columns of data not required for the mailing

Do not submit Excel files with multiple worksheets (tabs) of data Submit one mailing list with all the addresses – if you submit multiple lists there will be an hourly fee to merge the files.

Each data field should be in its own column : The First and Last Name can be in separate columns or in a single column. The ADDRESS LINE (s) should be in a separate field /column. The CITY, STATE, and ZIP CODE should each be in a separate field / column. They should not be in the same column or field.

Note: The SECOND ADDRESS can be combined with the FIRST ADDRESS LINE as long as it is CONSISTENT throughout the file.


“Non Deliverable” Addresses
Addresses that do not pass CASS and DPV validation (meaning if they are deemed invalid or undeliverable) will be removed from your final mailing list. We can send you a list of the undeliverable addresses upon request. If the number of “undeliverable” records exceeds 5% of the mailing list total quantity we will contact you for further instruction. Also please note we don’t offer mailing services for international mail – all international records will be removed from the final mailing list.

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.

Duplicate Elimination (Upon Request Only)
Our standard method for duplicate removal is to dedupe by name and address. This method requires both the name and address fields to match exactly to be considered a duplicate and then be removed from the list.

“Or Current Resident” (Upon Request Only)
In an effort to maximize deliverability of the mail pieces – we can add “or current resident” to all mail pieces.

Incorrect Files Submissions
Clients that submit mailing list files that are incorrectly formatted will receive notification of the discrepancy(s) and be requested to fix the issues and resubmit the files. Submitting incorrectly formatted mailing lists more than once could result in additional costs.

As always, if you have any questions please call us at (847)841-8400.

We hope to hear from you! Visit our friendly people, or just give us a call. And if you’d like, use the contact form to send some more info!

get in touch



The Responsive Mailroom

441 Dundee Ave Ste B
Elgin, IL 60120
Phone (847) 841-8400
Fax (847) 841-8403


Monday 9:00 am to 5:00 pm.

Tuesday 9:00 am to 5:00 pm.

Wednesday 9 00. am to 5:00 pm.

Thursday 9:00. am to 5:00 pm.

Friday 9:00. am to 5:00 pm.