Telephone: 01424 720477

Commercial Litho and Digital Printing Services, Nationwide

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Providing Files For Mailing Addresses and Variable Data

1. CSV files are the best

2. If you want to use the person's name within the print and then a full name for addressing, a salutation field is required i.e.

Salutation Title 1st Name

Surname

John Mr John

Smith

Elizabeth Mrs Elizabeth

Windsor

3. Avoid using punctuation marks within fields (especially full stops and commas). This could lead to the details being misread by the software i.e. (2nd lines are the correct version)

Salutation Title 1st Name Surname Address 1 Address 2 Town County Postcode
  John Mr John Smith 21 The Barn's Farm Lane Woking Surrey RH11 1WH

John Mr John Smith 21 The Barns Farm Lane Woking Surrey RH11 1WH
  Elizabeth Mrs Elizabeth Windsor 60 Buck's House St Mary's Lane Sandringham Norfolk N27 1PX

Elizabeth Mrs Elizabeth Windsor 60 Bucks House St Marys Lane Sandringham Norfolk N27 1PX

4. Keep consistency of details within fields i.e. postcodes should all appear in one field and not vary, even if this means you have some blank fields (we can suppress blank lines on printing). i.e. (2nd lines are the correct version)

Salutation Title 1st Name Surname Address 1 Address 2 Town County Postcode

John Mr John Smith 21 The Barn's Woking Surrey RH11 1WH  

John Mr John Smith 21 The Barns   Woking Surrey RH11 1WH

Elizabeth Mrs Elizabeth Windsor 60 Buck's House Sandringham Norfolk N27 1PX  

Elizabeth Mrs Elizabeth Windsor 60 Bucks House   Sandringham Norfolk N27 1PX

5. If the job will repeat with an address, especially for carrier sheets used for mailing of magazines, try to keep field formats consistent between issues.

This list is not exhaustive and as always, if you have any queries, please do not hesitate to contact us and we will be only too pleased to give further guidance.