How to Create a Mailing List Database That Works

An effective mailing list is important for all businesses as it keeps the company name fresh in the customers' minds. Auto Inc., the website of the Automotive Services Association, states that the type of business you operate should determine how often you send mailers to existing and potential customers; however, no matter the type of business, you need to have an organized database to quickly retrieve addresses and determine when the last mailers were sent.

• 1

  Create a spreadsheet with nine columns. Use spreadsheet computer software, such as Microsoft Excel. A computerized spreadsheet will streamline the updating process and help simplify finding specific customers.

• 2

  Write the customer name in the first column, customer street address in the second column, customer city in the third column, customer state in the fourth column and the customer zip code in the fifth column. If the customer has an e-mail address, include this information in the sixth column.

• 3

  Create a header for the seventh column that reads, "Last DOM," for "Last Date Of Mailing." This is where you will place the most recent date a mailer was sent. Having this information readily available will prevent your accidentally sending a mailer to a customer who just received one.

• 4

  Create a header for the eighth column that reads, "M-Type," for "Mailer Type." Determine a code for the type of mailers you will be sending. An example of a coding system is P for promotional mailers, N for newsletters and I for invoice mailers.

• 5

  Create a ninth column for miscellaneous notes, such as if this person is an existing customer or a potential customer and if the customer has a favorite product so you can mail promotional materials that will interest the customer.