Mail List Best Practices

Please review the following information prior to submitting a mailing list to Mail Stream.

Mail List Format

1. Ensure your first row has a column name in each separate cell. The column name in the mail list

file should match the data field noted in the letter.

2. Typical mail list needs to include the following information, each in its own separate cell:

a. First Name

b. Last Name

c. Street Address

d. City

e. State

f. Zip code

3. Any additional data needed for a letter should also be included in the mail list file, exactly how it

will appear once the list is merged with the letter.

4. If your mail list includes additional fields that are not required for your mailing, remove them

before sending to the mail house to avoid sharing more PHI than is necessary.

5. All information should be in normal case (first letter uppercase, all others lowercase), unless it

should appear in all caps within the letter.

1. Review mail list against original information source to ensure appropriate mail list was pulled.

This also serves as a check that data was not inadvertently altered after filtering and/or moving

data around to format the list.

2. Review mail list for duplicate entries, remove any duplicate entries.

3. Review mail list for any missing data fields, correct as necessary.

1. Keep your mail list and save it according to your department’s filing system so you can refer to it

during the proofing process. This will also serve as record of who received the mailing should

future questions arise.

2. Mailing lists should only be transmitted via Hill Physicians’ SFTP or through Mail Stream’s Direct

Mail Portal.