Download the two-page mailing campaign brief and checklist (PDF). It includes spaces for the format, quantities, approval dates, recipient-data controls and sign-off.
Before you export the list
A mailing file should contain only the fields needed for the approved campaign. Keep your source list and the production extract separate. The organisation choosing the audience should decide and document the lawful basis, purpose, transparency information and suppression process before transfer. This page is a production checklist, not a substitute for your organisation’s privacy review.
- Remove duplicate, withdrawn and out-of-scope records
- Check address fields and postcode structure
- Separate each version/segment into a clear rule
- Use consistent field names and encoding
- Do not include unnecessary notes or sensitive fields
Prepare test records, not live examples
Create dummy records for the longest name, multi-line address, blank optional field, each version and any unusual punctuation. Use these to prove layout, line breaks, address windows and variable text. A printed proof made from the actual live list should follow an agreed secure process.
Transfer and access
Agree the transfer channel, named recipients, password exchange method and access limits before sending a file. Do not place a recipient list in an ordinary contact-form message or public link. Confirm whether the print provider is processing data on your instructions and, where required, put appropriate controller–processor terms in place. The ICO explains the contract requirements.
Reconcile and close the job
- Record approved input count and version totals
- Check rejected or incomplete records with the list owner
- Sign off test output and a physical sample
- Reconcile addressed output, spoils and completed packs
- Confirm handover evidence and the agreed deletion/return instructions
A useful briefing note
Tell us the campaign purpose, approximate record count, fields needed for personalisation, number of variants, intended dispatch date and who will approve proofs. We can then discuss a suitable workflow without asking you to send live recipient data at enquiry stage. Continue with the mailing services guide.