Address File Specifications

To make your experience with us as easy and efficient as possible, we ask that you please follow these simple rules for formatting your Address Files to be submitted with each order.

1. Acceptable Address File Formats
2. Programs Commonly Used for Address Files
3. Printed Address Examples
4. Common Mistakes
5. CASS Certification

Acceptable Address File Formats*

Please make sure that your files are submitted in any of these formats.

• Tab Delimited – Files will have extensions such as .txt
• Comma Separated Values – Files will have extensions such as .csv
• Database - Files will have extensions such as .dbf or .sdf
• Microsoft Excel - Files will have extensions such as .xls

*Please contact Customer Service if you have Address Files in a format other than those listed above. Improperly formatted files may result in a delay for your order.

Examples

(click an image to download a sample file)

Microsoft Excel or Database Files (.xls or .dbf or .sdf)

Tab Delimited (.txt)

Comma Separated Values (.csv)

Programs Commonly Used for Address Files*

Click on the program to learn how to export data into the correct file format.

• Goldmine
• Prospects Plus
• Top Producer
• Agent 2000
• Microsoft Excel
• Microsoft Access
• Microsoft Outlook
• Notepad
• Online Agent
• ACT!
• Lead Commander
 

*Files created from Label programs (i.e. Avery) or submitted in pre-formatted label layout cannot be accepted. Please convert into formats noted above.

Printed Address Examples, Optional and Required Fields

Properly Formatted Printed Address

Our system is flexible and can accept required and optional information in different ways (although each file must have all fields set up consistently). Click here to see samples of how the fields in an address file can be acceptibly organized.

Formatting for Required Information in Address File

To optimize the use of our automated system, certain fields are required in your address file. Depending on what file type you submit, “Fields” can be established by entering data within tabs, commas, or defined cells.

Formatting for Optional Information in Address File

Additional information can also be provided in your Address File. They include Name, Company and Personal Title information. Be advised that the data provided in the Name fields will print as successive fields and blank entries will be ignored.

Optional Secondary Addressee

A generic addressee, such as "Or Current Resident" or "Or Current Occupant" should be added to the Secondary Addressee Line to optimize deliverability. If "Or Current Resident" or "Or Current Occupant" is used, the cards will be delivered even if the recipient is no longer at that address.

If the card has the recipient's name, but does not have "Or Current Resident" or "Or Current Occupant", the address will be updated to the recipient's most current address. If your intended recipients are the occupants of the address listed in your address file and not necessarily the specific people, you need to choose "Or Current Resident" or "Or Current Occupant" in order for the cards to be delivered to the intended address.

Cards mailed Standard Mail (Bulk), will be discarded by the United States Postal Service if there is no generic addressee and the intended recipient is no longer at that address.

ALL generic addressee information MUST be in a field separate from actual names and company names.

Common Mistakes

Conflicting Address Data In Address File

When no headers are provided for records with multiple addresses, we will determine which addresses to use.

Multiple Tabs or Sheets In Address File

Please ensure that address files submitted in .xls format have only ONE tab/sheet total with all the required address information. If files are submitted with multiple tabs/sheets, there is a chance that your order will print with unexpected results.

CASS Certification

To improve the accuracy of addresses on all mailed pieces, we utilize a program known as CASS™ certification that compares addresses submitted to a constantly updated USPS database of addresses. The addresses are checked to ensure that they are complete, properly formatted and whether the address is valid. It will not identify whether the intended recipient actually resides at that address.

We then calculates the variance between the addresses submitted against the result of the CASS™ certification process. A predetermined limit will trigger the following responses:

• If 90% or more of the addresses certify, we will continue with order processing printing only those that certify
• If less than 90% certify, we will hold order processing and the customer will be contacted

The CASS™ system enables us to maximize deliverability and minimize return of mailed pieces by the Postal Service. Please note that pieces traditionally mailed with affixed postage may not be compatible using this automated system. Customers will only be charged for pieces that print and mail.

For more information on the USPS CASS™ system, please visit: http://www.usps.com/ncsc/addressservices/certprograms/cass.htm

If you have any questions, please email presort@expresscopy.com or call 800.260.5887 and speak with one of our customer service representatives.