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Mail Preparation & Addressing Specifications

Trumbull Printing uses Mail Manager 2010 software to CASS certify, sort and maximize postal savings for our clients. The following are a few simple guidelines to ensure the smooth download and preparation of a mail list.

Source File Transmission:

Send the source file to your customer service representative.

Source File Types:

We accept customer mailing list files or we offer specialized procurement for residential or business lists. We support a variety of file types. The most commonly used file types are:

  • Delimited (usually with a comma)
  • MS Excel File
  • Dbase file

Source File Records:

All records in the source file MUST have the same number of fields to insure correct record importation. For example: If any record has a company name, then the file must contain a company field, even if the company field is left blank for other records. Refer to record #1 in table below.

Each field must contain proper information to insure each record is encoded for proper delivery. For example: An address entered into the company field would leave the address field blank. Refer to record #2.

Apartment numbers, suite numbers, etc. should be entered into a separate field. Refer to record #3.

If a PO box is the delivery address then it should be entered into the Address 1 field. The Address 2 field should be left blank. Refer to record #4.

 

Record #

Name

Company

Address 1

Address 2

City

State

Zip Code

1

Joe Smith

1345 Main St

Anywhere

CT

00650

2

John Doe

23 First Street

Anywhere

CT

00651

3

Mary Edward

Dixie Coins

15 Second St

Apt 8

Anywhere

CT

00652

4

Jane Smith

PO Box 34

Anywhere

CT

00653

5

Bob James

Rule Printing

111 Printer Row

Anywhere

CT

00654

6

Susan Jones

US Business

1348 Main St

Anywhere

CT

00655

Common Address Field Errors:

These are not US Postal delivery addresses and will not be encoded for proper delivery.

  • Intersections: Rte 111 & Rte 25, Corner of Main & Spring, etc
  • Building names: Main Library, Wexford Building, etc.
  • College campus address or box number: Campus Box 14, Science Building, Smith College, Room 118, etc.

The following US Postal Service link can be used to validate addresses: http://zip4.usps.com/zip4/welcome.jsp

Review your mailing list file before submitting to help ensure delivery of your publication.

Please contact your customer service representative if you have any questions.