Address Errors/Warnings

Getting Started

When uploading mailing addresses to LetterStream, the system identifies potential issues through the Address Errors/Warnings page. Reviewing these warnings is crucial, as uncorrected errors may lead to unintended charges, such as international postage fees. This guide outlines common causes of address errors and provides steps to resolve them.

Common Causes of Address Errors

Incorrect Pages Per Recipient

Selecting the wrong number of pages per recipient can cause address extraction errors. Ensure that:

The "pages per recipient" setting matches the actual number of pages each recipient should receive.
Every document in your PDF has the same number of pages per recipient.

If discrepancies exist, recreate your mailing with the correct settings.

Unrecognized Recipient Addresses

If the system cannot locate recipient addresses, consider the following:

The address may not be entirely within the red box drawn during the upload process.
The text address might not be embedded in your PDF.
The PDF could be locked, encrypted, or not a standard PDF file.

Ensure that the address text is fully enclosed within the red box and that the PDF is properly formatted.

Improper Address Box Size

Box Too Small: If the red box is too small, it might not capture longer addresses on subsequent pages. Draw the box large enough on page 1 to accommodate the longest address in your document.
Box Too Large: An oversized box may include non-address text, leading to extraction errors. Ensure the box only encompasses the address information.

Address Formatting Issues

Addresses that don't start with a number (e.g., "Route 27" instead of "1234 Main St") may trigger warnings. While such addresses can be valid, the system flags them for verification.

Incomplete Addresses

A complete address should include:

Recipient's Name
Street Address
City
State (two-letter abbreviation)
ZIP Code (5 or 9 digits)

Ensure all components are present to avoid errors.

Apartment Number Misinterpretation

If an apartment or unit number is five digits long, the system might mistake it for a ZIP code. To prevent this, prefix the apartment number with a "#" sign without a space (e.g., "#12345").

Next Steps

After reviewing the Address Errors/Warnings page:

Modify or remove any problematic addresses.
Ensure all addresses are correctly formatted and complete.
Proceed with your mailing once all issues are resolved.

Thoroughly reviewing and correcting address errors helps ensure successful mail delivery and avoids unnecessary charges.