The easiest list format for us is an Excel spreadsheet with headings at the top.

We added a downloadable file with the recommended address headers containing the blank fields needed for mailing.

The headings should be as follows:

  • Alumni ID (if applicable)
  • Combined Mailing
  • Combined Mailing 2
  • Name Hierarchy
  • Spouse
  • Pref Address Business Name
  • Pref Address 2
  • Pref Address 1
  • Pref Address
  • City
  • State
  • ZIP Code
  • Nation (only if foreign)

Everything needs to be kept separate and uniform, so please do not mix information in the separate fields. For example, please do not put a business name in any field except that which is labeled Pref Business Name.

Combined Mailing is both the alumnus/alumna and spouse names on one line, such as Mr. and Mrs. John Q. Smith

Name Hierarchy consists of prefixes/titles, first name, middle name or initial, last name, and suffix (if applicable).

Pref Address should always and only be used for the actual street address (e.g., 730 Sullivan Rd.).

Pref Address 1 and 2 are for other address info, such as apartment numbers, suites, or building names.

Please do not put City, State, and ZIP Code in one field because our software will not separate this information and your mail might be returned to you by the U.S. Postal Service.

Notice: Canada is not part of the United States. However, if you place Canadian provinces in the State field, you must also place Canada in the Nation field.

Do not place city codes for foreign addresses in the ZIP Code field. If a city code is similar to a U.S. Postal Service ZIP code, our software will change the address to the city that matches that ZIP code in the United States, and that’s where your mail will be delivered.

The Postal Service reads the address from the bottom because that is the most important information. The name is the least important.

A correct address looks as follows:

Mr. John Q. Smith
ABC Business Solutions
The Big Building, Suite 400
123 Any Street
Easton, PA 18042

An incorrect address looks as follows:

Mr. John Q. Smith
123 Any Street

The Big Building, Suite 400
ABC Business Solutions
Easton, PA 18042
Any deviation from this format will not allow you to receive postal discounts.