One company estimated it cost more than
$75,000/year to deal with unwanted mail.
Unwanted advertising and unsolicited mail also cost businesses time and money. One major financial corporation reported receiving more than 40,000 pieces of advertising mail every month and discarding almost 88% of that mail.
You can help relieve this burden for your company by taking the following steps:
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Contact companies directly that mail or fax you unwanted information and ask to be taken out of their database. Either select a point person in your organization to deal with unwanted mail or ask each employee to get off lists individually. Visit King County's Business Junk Mail Reduction Project Web site for more information.
To deal specifically with unwanted catalogs or magazines:
- Call the company's 800 number and ask to be removed from their mailing list. Have the mailing label handy.
- Write removal instructions on the label and fax it to the company. Write"ATTN: customer service" on the label.
- Tear off the label, write your instructions on it, and enclose it in the postage-paid ordering envelope. Mark the envelope "ATTN: customer service." This method is the least effective.
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Sign-up for the EcoLogical Mail Coalition's free service to have former employees at your company that still receive catalogs, magazines or bulk mail removed from advertiser mailing lists. Visit the EcoLogical Mail Coalition's Web site.
- When a written request is required for removal from an advertising database, download and mail the sample postcard from King County 's Web site.
In the PDF file, there are 4 copies of the postcard on one page to make it easier for you to copy. You can print the original and copy it to cardstock using a copy machine, print directly to cardstock using a printer, print a master copy and take it to a print shop to have it made into postcards or print out paper copies and attach them with paste or tape to cardstock.
Other sample language you may want to include: "Please remove my name from your marketing database. In addition, please do not pass along my name to others through mail list sales or trades. Thank you for your cooperation." Most mailers will make an effort to comply with your request.
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Place language on your purchase orders such as, "In the interests of reducing waste, please do not share this name or address with other mailers, through mail list sales or trades."
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List only names and phone numbers in the telephone book and print business cards with employee name, phone number, email address and Web site - no address.
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For registration at conferences or workshops, sign-up sheets at meetings and entry forms at fairs, use your name, phone number and email address - no address. Include a message such as, "Please do not share this name or address with any other mailers."
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If an address is required on a form, give one like 123 Main Street. On a computerized form, just put an X and the computer will usually accept it.
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Subscribe to and read newsletters, magazines and newspapers electronically.
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Do not register new software or return warranty cards for consumer products. They are of little value to the consumer and the collected information is often sold. In case warranty service is needed, the sales slip and the serial number off the product will usually prove purchase date and eligibility for service.
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Ask whoever receives calls at your company to screen the callers who ask for your address, zip code, name of senior buyer, etc. Some callers may have a good reason for seeking such information, but many just want to add your business to a mailing list.
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If you have asked a specific mailer at least twice to take you off their list but they continue to send you unwanted mail, contact the King County Business Junk Mail Complaint Bureau.
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Contact Dun & Bradstreet and InfoUSA - two major business mailing list publishers that compile information on businesses and sell that information to other businesses for direct mail purposes. Request to be removed from their lists.
- Dun & Bradstreet (D&B)
An authorized representative of your business can request a delisting verbally or in writing. According to D&B, the delisting will result in the permanent removal of your business information from marketing directories, publications and/or mailing lists.
Dun & Bradstreet collects information on more than 48 million business establishments from 217 countries. Up to 1,500 data items are collected on each business.
The Dun & Bradstreet Web site states: A business may have its information removed from business marketing lists published by Dun & Bradstreet. The "delisting" can be requested orally or in writing by an authorized representative of the business, resulting in its removal from marketing directories, publications and/or mailing lists.
To request a delisting, call the D&B Customer Service Center at 800-333-0505 or send an email to custserv@dnb.com
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InfoUSA
On letterhead, request your business be removed from their mailing lists. This can take up to 90 days.
InfoUSA Inc.
1020 E 1st St.
Papillion, NE 68046-7611
Attn: Business Update Department
It will take time and effort initially to reduce your unwanted mail, but be persistent and you will save your company time and money for years to come.
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