How should I format a mailing list file?
Provide the list as a spreadsheet (CSV or Excel) with clear, separate columns: full name, company (if any), address line 1, address line 2/suite, city, state, and ZIP. Keep one record per row and consistent headers. Avoid merged fields and stray formatting. Plavidian standardizes the file during processing.
CASS and ZIP+4
CASS processing standardizes each address, validates it, and appends the ZIP+4 and delivery point needed for a valid barcode and automation prices. Addresses that fail CASS cannot claim automation and may be undeliverable. See What is CASS processing and why does it matter and ZIP+4 and delivery point.
Move Update
Presort and automation mailings must be Move-Update compliant (commonly NCOALink) within 95 days of mailing, which updates addresses for people who have moved. See What is the Move Update requirement.
What are deduplication and householding?
Deduplication removes repeated records so you do not mail the same person twice. Householding combines multiple recipients at one address into a single piece where appropriate. Both cut waste and postage. Plavidian can dedupe and household during processing.
How many records do I need for bulk prices?
Presort and bulk prices need minimum volumes: 500 pieces for First-Class Mail, and 200 pieces or 50 pounds for Marketing Mail (see How many pieces do I need for presort pricing). How deeply a list sorts, and therefore how low the price goes, depends on how the records concentrate into ZIP areas, which presort software determines at processing. Run the list through Mailing Analysis to see what it qualifies for.
Seed addresses
Seed or decoy addresses added to the list let you and Plavidian confirm that pieces were physically delivered and gauge the in-home window. Seeds are the only physical delivery check; IMb scans give mailstream visibility only. Seeds are recommended for larger campaigns.
House vs acquired lists
A house list (your own customers) usually responds best and is cleanest. Rented or acquired lists reach new prospects but need the same CASS and Move Update processing and vary in quality. For saturation of an area with no list at all, use EDDM (see What is EDDM).