Gravity · Direct Mail

Direct Mail Submissions

Drop a file or add one recipient. Everything is cleaned and checked against the direct mail QA rules — and you can edit any cell before it goes anywhere.

Where is this going? *

Single recipient

Replaces the Google Form

Who it’s going to

Where to mail it

What to send

The note

Common mistakes & data QA — what gets a row held or bounced back

Most rows that don’t make a send fail for one of a handful of reasons. Worth a skim before you upload. Download the full QA brief — it’s written to hand straight to Claude: “clean this list using these rules”.

Missing identifiers

  • Every row needs an email or LinkedIn URL. Batches of 15 or fewer need an email on every row; over 15 needs 92%.
  • Company website is what lookups match on. If you have the email we can derive it; otherwise supply it.

Names that aren’t people

  • Team inboxes and company names: Coupa Support, Dell Technologies
  • Job titles in the surname: Schannen Specialist, Theresa Fellow
  • Initials only: Brooke S. — can’t be verified
  • Internal Gravity addresses

Spreadsheet traps

  • Fill-down padding — dragging a value down leaves hundreds of near-empty rows that look real
  • Numeric zips — Excel turns 06902 into 6902 and 48226 into 48226.0. Format the column as text.

Addresses — we fix these for you

  • Suite/floor on line 1 moves to line 2
  • Leading-zero zips restored, Excel decimals stripped
  • State names → two-letter codes; Canadian postals to A1A 1A1
  • n/a cleared from line 2 so it doesn’t print on the label

Addresses — we flag, you decide

  • Zip and state disagree — either could be wrong, so we never guess
  • Zip or postal code stuck inside the street line
  • Fl expanded to Florida mid-address
  • PO Box — mails fine, needs the courier flag

Notes and gifts

  • A letter-only recipient must never get copy mentioning tea, socks or a gift — use the -L variant
  • Customers need custom copy, not a house version
  • Your own note version must come with the Word/PDF or pasted text
  • Mailed in the last 5 weeks → removed. Under 3 months → letter only.
  • Marking everything High priority makes it meaningless