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Graphic Services Mail List Format Requirements

The information and sample spreadsheets below illustrate the preferred formats for compiling a mail list that allows for efficient processing in our internal mail center and the US Postal Service. These examples show the recommended format when using an excel worksheet. If a customer is unable to utilize an excel worksheet, we can convert any ascii text file. If help is needed, call the mailcenter at Graphic Services so that we may assist you at (401) 863-9844.

E-mailed data lists to mailcenter@brown.edu always include the corresponding Graphic Services requisition number in the subject line of your e-mail.

Standard Format

Below is the preferred format for all mailing lists. The USPS sorting equipment and the mailing industry software programs ONLY recognize a MAXIMUM of TWO address fields. In order to expedite the processing of mail and to meet USPS CASS certification requirements for mass mailings, ALL ADDRESS information should be restricted to 2 fields, with a maximum of 40 characters in each field.

Name #1 Name #2 Address #1 Address #2 City State Zip Country
Sam Sample Samantha Sample 164 Angell St. Apt 1 Providence RI 02912 USA

 

Additional Fields Format

The customer may send files with multiple 'generic' fields for items such as Titles, Departments, Schools, Organizations, Companies etc., but this information should NOT be included in the Address fields. Address field data should be restricted to Street name, apartment or suite number, floor number, P.O. Box etc.

Name #1 Name #2 Generic #1 Generic #2 Address #1 Address #2 City State Zip Country
Sam Sample Samantha Sample Brown University Graphic Services 164 Angell St. Apt 1 Providence RI 02912 USA

A 5 digit zip code is sufficient for ALL mailings. We routinely process EVERY mail list through the most recent USPS data base to obtain the CORRECT Zip+4 information. This is a standard operating procedure in our Mail Center, All files regardless of mail prep requests, are processed in this fashion.

If you have any questions, feel free to contact the Mail Center at mailcenter@brown.edu or at (401) 863-9844.