Before we can accept your diskette . . .
We need to ensure that you are supplying your data in an appropriate form. If you are currently supplying us with computer label sheets, please do not stop sending them until we agree that we can use the address data in the form you are sending us. This is very important to avoid any misunderstanding.
We will ask you to send us a sample of your address file and will confirm that we can read the file into our system, before we tell you to stop sending any existing label sheets.
The type of address file we need . . .
The system can import most file formats. However, it is important that the data in the file is in the right form.
Our system will not utilise any mailsort coding you may currently have in your file. Instead, it will use the POSTCODE and POSTAL TOWN of each address to carry out its own “file sort” according to the Royal Mail rules for the particular mailing scheme.
In order to accomplish this, it will want to see the POSTCODE in the same position (the same line or “field”) in each record (each address). This may mean that some lines of the address are left blank on shorter addresses. A correct example is shown below:-
| Record 1 | Record 2 | Record 3 | Record 4 |
| Joe Bloggs | Fred Smith | Jane Wilson | etc. etc |
| Badgers Cottage | 37 Dianna Close | 44 New Road | - |
| 14 Willow Road | Tonbridge | London | - |
| Eastbourne | Kent | (blank line) | - |
| East Sussex | (blank line) | (blank line) | - |
| BN21 4FG | TN2 6LK | SW2 7DC | - |
THIS IS EXCELLENT
You will see that the POSTCODE in the records above is always in the same position.
The POSTAL TOWN may be in any position. Our system will find it to carry out its sort.
Don’t worry about the blank lines, our system will remove these at the time of printing.
We recommend you send us a copy of your ORIGINAL DATA FILE. Some clients send us a PRINT FILE of their names and addresses in text format. This is often unsuitable. In interests of appearance, the printing option in many systems removes blank lines from the names and addresses with the effect that the POSTCODE moves position depending on the length of the address. For example:-
| Record 1 | Record 2 | Record 3 | Record 4 |
| Joe Bloggs | Fred Smith | Jane Wilson | etc. etc |
| Badgers Cottage | 37 Dianna Close | 44 New Road | - |
| 14 Willow Road | Tonbridge | London | - |
| Eastbourne | Kent | SW2 7DC | - |
| East Sussex | TN2 6LK | - | |
| BN21 4FG | - |
THIS IS INCORRECT
In the example above, the blank lines have been removed and the POSTCODE falls in varying positions. We cannot sort this for mailsort or press stream.
Your records may also contain LINES OF OTHER DATA, for example subscription information. Our system will ignore them. We recommend you do not try to remove them as this is unnecessary and may reduce our ability to read your file.
Ideally we prefer files in “CSV” (comma separated variable) format. In this form, the lines of address are separated by commas and each record ends with a “RETURN” character. Many database systems can export their files in this format. Look for box entitled “Save as type” at the bottom of your save dialogue box when you are saving the file. We can also read Excell files, dBase files, Merge files from wordprocessors, Paradox files and all text files provided the rules for POSTCODE have been followed.
If you don’t understand this . . . Don’t panic, it’s easy really!email us or call us on 01424 720477 and our technical staff will talk you through the process.