Keep Your Mailing List Clean in 2026 — and Save Big
Maintaining a clean and accurate mailing list isn’t just best practice — it’s one of the smartest ways to save on postage and printing. According to the USPS, undeliverable mail costs U.S. businesses more than $20 billion every year, and up to 15% of marketing mail never reaches its intended recipient due to outdated or inaccurate addresses.
At Schumann Printers, we know every piece of mail matters. Whether you’re sending magazines, catalogs, or directories, a clean list helps you connect with readers more efficiently and cost-effectively.
1. Standardize Your Data Fields
Steps:
Separate fields: Keep names, company names, and addresses in their proper columns.
Consistent formatting: Use the same capitalization, abbreviations, and punctuation throughout.
Field validation: Apply rules to ensure each entry meets USPS formatting standards.
Benefits:
Improves data accuracy and consistency
Qualifies mailings for USPS automation and presort discounts
Speeds up mailing and production workflows
Quick Tip: Before each mailing, run a simple field check to flag missing ZIP codes, merged cells, or inconsistent abbreviations.
2. Clean Data for Accuracy
Steps:
Spell check: Catch common street name and city spelling errors.
Trim extra characters: Remove unnecessary spaces, tabs, or punctuation.
Remove non-standard characters and symbols: Eliminate unusual text entries that can disrupt sorting or automation.
Standardize numbers: Ensure account codes and ZIP codes follow the same format.
Remove unneeded fields: Only include data required for addressing or personalization.
CASS Certification: Use CASS-certified software to verify and standardize addresses before printing.
Benefits:
Enhances deliverability and professional presentation
Reduces wasted mail and postage
Prevents costly returns
Even a 2% address error rate on a 10,000-piece mailing can waste hundreds in postage.
3. Update and Validate Regularly
Steps:
Remove duplicates and inactive accounts.
Use the NCOA database: Keep your list current with USPS change-of-address data.
Audit quarterly: Review your list every few months to catch errors before they multiply.
Benefits:
Prevents mailing to incorrect or outdated addresses
Reduces print and postage waste
Strengthens audience targeting and response rates
A simple NCOA update before each campaign can save up to 25¢ per mail piece in avoided waste.