Address and Salutation Checking

Address and Salutation Checking

Go to the Contact workspace. Everything we do with Address and Salutation Checking will happen here.

Who To Run It On

Select the Filters needed for the group of people you want to run Address and Salutation Checking on. The first Filter you will select is Households that are Clients.

  1. Click the Households button.
  2. Click the Status button to open a new window.
  3. Make sure the Operator field says Equals .
  4. Check the box next to Client .
  5. Click Apply .

The result should look like this:


  Note:

While it is possible to run this report on every person in your database, all at the same time, it is recommended that you break it down into smaller pieces to work your way through. Below are the other ways we recommend breaking it down:
  • Contacts that are Clients
  • Households that are Prospects
  • Contacts that are Prospects

Once those groups are done, continue to work on everyone remaining, using your filters to break it up into manageable pieces.

How To Run It

Once you have the right filters selected, run the report.

  1. Click the Select All checkbox at the top of the list of Households.
  2. Click Print to open the merge window where you will run the Address and Salutation Checking report.

  3. Select Document Manager Items .
  4. Click Add .
  5. Type Address and Salutation into the search box, then check the box next to the document. Click OK .
  6. Click Print Document .
  7. Click Yes when it asks you if you want to continue. It will take a minute to process.
  8. Click View My Requests when it gives you the option to do so. This will take you to the Batch Operations workspace.
  9. Click the View Report button to download the Address and Salutation Checking report.
  10. Once you download it, return to the Contact workspace.

The Address and Salutation Checking report looks like a Label Sheet, but it includes both the address block and the greeting line that letters will use. It looks like this:

It has three basic components:

  • The Addressee’s Name
  • The Full Address
  • The Greeting Line

Each of these needs to be examined to ensure that it appears the correct way. If anything is wrong with one of those components, refer to the information below to make corrections.

How to Fix the Addresses and Salutations

The Addressee’s Name

When examining this part of an address block, ask yourself these questions:

  • Does it appear the way the recipient would want it to?
  • Is it too formal or not formal enough for the recipient?
  • Is it spelled and formatted correctly?

How to Fix an Addressee’s Name has everything you need to fix any errors you find.

The Greeting Line

When examining the greeting lines, ask yourself these questions:

  • Is this how they want to be greeted?
  • Do they have a nickname you should be using, or do they prefer to be more formal?
  • Is it the right name? For example, some people prefer to go by their middle name.

The standard is to always address someone with their preferred name both verbally and in written communication.

How to Fix a Greeting Line has everything you need to fix any errors you find.

The Address

When examining the addresses, ask yourself these questions:

  • Does this person have more than one address, and is this the correct one?
  • Is this address in the correct format for the country it is in?
  • Does it use the correct abbreviations for street names?
  • Are the state codes correct?
  • Is it missing any parts, like a zip code?

If anything is wrong with an address, make the corrections before any mailing is printed, or it may not arrive at its intended destination.

These articles show you how to fix any problem you might find with someone’s address:


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