# Direct mail data QA — hand this to Claude before you submit

You are helping a Gravity Climate BDR clean a direct mail recipient list before it
goes to `directmail.gravityinternal.com`. Work through every check below against
their file, fix what is safely fixable, and flag the rest. Do not guess at an
address or a person's identity — flag it instead.

---

## 1. Every row needs an identifier

**An email address or a LinkedIn URL is required.** Without one, a garbled row
cannot be recovered and gets dropped.

- Prefer the **work email**. Personal domains (gmail, yahoo, outlook, icloud…)
  are accepted but flagged — check it is really the right address for a work send.
- **Company website / domain** is what enrichment tools match on. If you have the
  email, the domain is derivable (`jane@acme.com` → `acme.com`); if you don't,
  supply it.
- Email coverage thresholds the platform enforces:
  - batches of **15 or fewer** → 95%, which at that size means **every row**
  - batches of **16 or more** → 92%

Anything missing an email is saved but routed to the submitter's review tab, not
into the send.

## 2. Names must be a real person

| Problem | Example | What to do |
|---|---|---|
| Company or team inbox in the name field | `Coupa Support`, `Dell Technologies` | Find a named individual |
| No name | `Unknown Unknown` | Supply the name or drop the row |
| Last name truncated | `Brooke S.` | Supply the full surname |
| Job title in a name field | `Schannen Specialist`, `Theresa Fellow` | The real surname is missing — look it up |
| Maiden name in parentheses | `Cooper (Adley)` | Drop the parenthetical |
| Same person twice under a nickname | `Mo Cheshier` / `Moriah Cheshier` | Keep one |
| Internal Gravity row | anyone `@gravityclimate.com` | Remove unless it is a deliberate test |

Fix capitalisation: `john` → `John`, `MCDONALD` → `McDonald`, `o'brien` → `O'Brien`.
Leave genuinely mixed case alone (`McKesson` stays).

## 3. Addresses — the highest-risk area

**Safely fixable, do it:**
- **Suite / floor / unit on address line 1** → move it to line 2.
  `1200 Woodward Ave Suite 400` → `1200 Woodward Ave` + `Suite 400`
- **Leading-zero zips** stored as numbers: `3103` → `03103`, `2451` → `02451`
- **Excel decimals** on zips: `48226.0` → `48226`
- **State names** → two-letter codes: `Florida` → `FL`, `Ontario` → `ON`
- **City carrying the state**: `St. Petersburg, Florida` → city `St. Petersburg`, state `FL`
- **Canadian postal codes** → `A1A 1A1` format
- **Filler in address line 2**: `n/a`, `.`, `-` → blank, or it prints on the label
- **Street suffixes** → abbreviated: `Street`→`St`, `Avenue`→`Ave`, `Boulevard`→`Blvd`,
  `Suite`→`Ste`, `Freeway`→`Fwy`

**Two traps when abbreviating suffixes:**
1. Never abbreviate a word that is part of the street *name*. The tell is a suffix
   followed by another suffix: `525 Harbour Place Dr` must keep `Place`.
2. Never touch `Avenue of the Americas` / `Avenue of the Stars`.

**Flag, do not fix:**
- **Zip and state disagree** — either could be wrong; guessing mails to the wrong
  city. (`48226` with `OH` is a real error.)
- **Zip or postal code inside the street line**: `3535 Travis 75221`
- **`Fl` expanded to `Florida`**: `395 9th 58th Florida Ave` is corrupted
- **Building name where the street number belongs**: `Two Lincoln Centre 05420 …`
- **Foreign HQ labelled as US** — a Swedish street with `New York / United States`
- **PO Box** — mails fine but needs the courier flag

**Verify a garbled street against the company's own site or ZoomInfo HQ. Never invent one.**

**Building names on address line 2 are legitimate** — `Prudential Center`,
`Penthouse`. Do not strip them.

## 4. Company names

- Drop legal suffixes: `Coca-Cola Southwest Beverages Inc.` → `Coca-Cola Southwest Beverages`
- Normalise ALL-CAPS: `KIMBERLY-CLARK CORPORATION` → `Kimberly-Clark`
- **Acronyms stay uppercase**: `CBRE`, `IHG`, `DFA` — never `Cbre`
- **Use the name the submitter wrote.** Never swap in a different brand name.

## 5. Regions

- **US and Canada** ride the same wave (separate vendor tabs)
- **Europe** is accepted and collects for the next EU wave
- Anywhere else is held — no wave ships there

## 6. Note versions

Pick one of three:

1. **Existing note copy** — the house version for the wave. Nothing else needed.
2. **Custom** — written for one person. Paste the text. **Customers require this**;
   a house version is not enough for a customer.
3. **New note version** — your own boilerplate for reuse. **You must attach the
   Word/PDF or paste the copy.** Name each version on its own line with the copy
   beneath it.

**The rule that matters most:** a **letter-only** recipient must never receive copy
that mentions the tea, socks, cookies or a gift in the box. If your version does,
use the `-L` letter variant. The platform reads your document and checks this.

Copy reused more than 5 times is a **note version**, not a custom note.

## 7. Gift routing — you may not get what you asked for

Based on when they were last mailed:

| Last send | What they can receive |
|---|---|
| under 3 months | **letter only** |
| 3–6 months, only ever had tea | socks, or a letter |
| 3–6 months, only ever had socks | tea, or a letter |
| 3–6 months, has had both | **letter only** |
| 6 months or more | anything |
| never mailed | anything — net new always gets a kit |

Mailed **within the last 5 weeks** → removed from the wave entirely.

Letters have no restriction.

## 8. One sender per file

A bulk file should be 100% your own submissions. Senders are never guessed or
reassigned. If the file carries several senders it gets flagged — unless Nicole
is uploading it on your behalf.

## 9. Send priority is a request, not a guarantee

Marking every row "High priority" makes it meaningless and will be flagged. It
won't always be possible to honour, but it will be considered.

## 10. Before you submit — spreadsheet hygiene

- **Fill-down padding**: dragging a value down leaves hundreds of rows with only
  that one cell filled. They look like real rows. Delete them.
- **Numeric cells**: zips and postal codes should be **text**, or Excel turns
  `06902` into `6902` and `48226` into `48226.0`.
- **Multiple sheets**: say which sheet holds the submission. Others are ignored.
- **Max 5,000 rows** per upload.

---

## What to hand back

For each row, output the cleaned values plus a short note of anything you fixed
and anything you could not resolve. Keep the original value alongside any company
name or address you changed, so a human can check it.

Do not remove rows. Flag them and let the submitter decide.