:: Preparing an Acceptable Data File

Acceptable List Formats

Our CASS certification process will standardized addresses by correcting the address to match the USPS Data Base Directory. Incomplete or improperly formatted addresses and format errors cannot be corrected by this process.

We will review your mailing list for basic format and to ensure it can be processed by our Postal Software System.

If your list is not formatted properly or there are a significant amount of non-mailable addresses, we will contact you before processing your list. If you choose to have Custom Postcards Format your list for you we will be happy to help you. There are additional charges associated with this process which usually will take one hour or less. There is a minimum of $35 for the first one-half our, and $65/hour after that.

Lists should be submitted as PC based "text, tab delimited" files to expedite your order. We can also accept MAC files but prefer PC.

Files must be saved or exported in one of the following extensions: .txt, .ascII, .asc, .csv, or .dbf (dbfIII). If you submit your list in a different format, We may need to covert the data base which could result in additional costs and processing delays.

List files can be saved from many different programs for the PC such as Microsoft Works, ACT, Excel, QuickBooks Pro, Filemaker Pro, Label Maker Pro, and Outlook. You can also save list files from a number of programs for the Mac such as ACT, Microsoft Excel and Filemaker Pro.

The most common extensions used for mailing lists are listed below:

• .ASC - ASCII text file.
• .CSV - Comma delimited.
• .DBF - Database File - dBASE.
• .TXT - ASCII text file.

Note: We do NOT accept Cheshire labels, tapes, tape cartridges or DAT tapes.

Digital Formats

• Tab-delimited
• CSV (Comma Separated Values, also called "Comma-delimited")
• ASCII
• DBF III
• MS Excel

Note: To verify the file extension of your data file, check the file name, and look at the 3-letter extension at the end of the name. Files that say .txt, .tab, .csv, .asc, .dbf, .xls are acceptable formats. However, this does not guarantee that your list is usable.

Please feel free to call our Mailing Department with and questions or concerns at
800-553-5735 or 800-533-3579 and speak to Paul Clouser, Dept. Manager

Organizing Your Database
Your database must have each record is contained in its own row. First Name, Last Name, Address, City, St, Zip, etc. of each record should be contained within separate fields in the same row. We can accept lists containing addresses that are separated into multiple rows but will need to convert them with a software program which will lead to delayed processing and additional charges.

Bad: Address information separated into multiple rows.

(If separate fields are used, they will be combined in the above order)

2. Title (Optional): Professional title ("President", "Sales Manager", "Marketing Director", etc,)
3. Company (Optional): Company name
4. Department (Optional): Department name ("Sales", "Customer Care", etc.)
5. Address2 (Optional): Second line of address (Suite#, Apt#, etc.)
6. Address1 (Required): Deliverable address
7. City (Required): City
8. State (Required): State
9. Zip (Required): Zip code (either 5 digit or 9 digit)
10. Country (Required if mailing outside US): Full name of country

Note: All lists will be processed and inkjetted using fields listed above. Additional information
(i.e. customer codes, promotional codes) will only be inkjetted if explicitly requested.

Address Standardization
Addresses will be standardized according to USPS guidelines during processing through our software:

• All content will be capitalized ("Paul Clouser" will become "PAUL CLOUSER").
• Punctuation will be removed from all fields ("MR. PAUL CLOUSER, JR." will become
"MR PAUL CLOUSER JR").
• Abbreviations will be substituted where applicable
("STREET" will be changed to "ST", "AVENUE" to "AVE", etc.).

International / Canadian Address
If possible, these records should be sent in a separate data file or have separate fields for the Province, Zip Code and Country fields.

We are unable to verify foreign addresses and all address data provided will be ink jetted as supplied.

International / Canadian mailings are priced separately. Contact sales rep for details and a cost estimate.

Please feel free to call our Mailing Department anytime with and questions or concerns at
800-553-5735 or 800-533-3579 and speak to Paul Clouser, Dept. Manager