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When collecting customer information…

It’s essential to ensure that the information provided is accurate and up-to-date. This is especially important when collecting contact information such as postal addresses, email addresses, and telephone numbers. In this guide, we will discuss the correct format for these types of information and provide examples to help ensure the customer data you collect is fit for its intended use.

Format and accuracy are key

Using the correct format for entering customer data into your CRM is an important best practice which will help you save time, improve accuracy, and enhance communication with your customers. In this guide, we will share the best practices for collection of postal addresses, email addresses, and telephone numbers, to help ensure the quality of the information you collect.

Postal Addresses

A valid and accurate postal address will help ensure that physical mail is delivered accurately and on time.  Here are some best practices to follow when collecting postal address data in your CRM: 

  • The correct format can vary depending on the country or region. 
  • Correct format: The correct format for a postal address typically includes the recipient’s name, street address, city, state or province, postal code, and country. 
  • Active address: The postal address must be an active and valid address, recognised by the local postal service. 
  • No blocks or restrictions: The postal address must not be blocked or restricted in any way that would prevent mail from being delivered to it. 
  • Delivery access: The postal address must be located in an area that is accessible to postal carriers and delivery services. 
  • Accurate information: The postal address must contain accurate and up-to-date information, such as the correct spelling of the recipient’s name and the correct postal code. 

 

For example

  • Ms. Jane Smith 456 Elm Street, Apt. 3 Springfield, IL 62704 United States
  • Mr. Michael Lee 789 Main Street Toronto, ON M4C 1H1 Canada
  • Dr. Maria Garcia Calle de las Flores 22 Madrid 28001 Spain

 

Learn more about our address search tools

Examples:

  • jane.smith@example.com
  • mike.lee@company.ca
  • maria.garcia@university.es
  • info@mybusiness.com
  • support@mybusiness.com

 

Learn more about Email Capture

Emails:

Invalid or incorrectly formatted email addresses will result in messages not being delivered to the correct recipients. Here are some best practices for collecting accurate and valid email addresses: 

  • Correct format: The correct format for an email address is typically “username@domain.tld“, where “username” is the recipient’s email address, “domain” is the name of the recipient’s email provider, and “tld” is the top-level domain (such as .com, .org, .net, etc.). 
  • Active account: The recipient must have an active email account with the specified email provider. 
  • Correct spelling: The recipient’s email address must be spelled correctly in the “To” field of the email. 
  • Acceptable recipient: The recipient’s email server must be configured to accept email from the sender’s email server. 
  • Sender’s reputation: The sender’s email server must have a good reputation and not be marked as a source of spam or junk email. 
  • No filtering: The recipient’s email server must not have any filters in place that would block the email from being delivered. 

 

Telephone Numbers

The correct formatting of a telephone number is essential for reaching the intended person and avoiding communication errors. Here are some best practices for collecting correctly formatting and valid telephone numbers: 

  • Correct format: The phone number must be in the correct format for the country in question, which typically includes the country code, area code, and local number. 
  • Active number: The phone number must be assigned to an active service, such as a landline or mobile phone, and be in service. 
  • No blocks or restrictions: The phone number must not be blocked or restricted in any way that would prevent it from being dialled. 
  • Coverage: The phone number must be in an area with coverage from the service provider, allowing it to be dialled and received. 

Examples:

  • +1 (555) 123-4567
  • +44 20 7123 4567
  • +81 3-1234-5678
  • +852 1234 5678
  • +971 4 123 4567

 

Learn more about Telephone capture

By following these guidelines, you will ensure that you are collecting customer data in an accurate and consistent manner to enhance your businesses productivity, improve marketing ROI and build trust in your brand.  

Not sure where to start? Book a DQ Discovery Call

Looking to unlock the full potential of your customer data, but struggling with data quality issues?

Our DQ Discovery Call service is here to help! Our team of experts will analyze the root causes of your data quality challenges and provide you with practical solutions to transform your customer data into a powerful tool for success.

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