50+ Sample Mailing Lists

What Is a Mailing Manager List?

A mailing manager list is a comprehensive contact list of your customers and stakeholders so you can easily keep in touch with them anytime, especially in handing out marketing emails, special announcements, or promos. Considering that as your business grows, your client base also expands. So it is essential to have an organized list such as a mailing manager list to record the names of your contacts, their contact numbers, email addresses, and other identification details to achieve constant communication with them.

Why Are Mailing Manager Lists Important?

While a mailing manager list’s function is clear, why is it important for any business in the first place? Here are some reasons why collecting contacts in a mailing manager list is essential:

Communication Made Easy

Your business can improve its communication skills using a mailing manager list. Since the list is home to all the names and contact details of your clients compiled in an organized manner, you can easily interact with them when needed. So if you have a follow-up question, an announcement, or sales work to keep your customer engaged, refer to the mailing manager list for instant communication. Thus, your company’s strategic communication plan would improve.

Group Messaging > Individual Messaging

Rather than just sending a message to customers one at a time, you can save time and effort through group messaging. Sending an email to a group of prospects won’t be difficult when you have a tool that has all the details of the client list prepared for you. So whether you should send group messages for professional or personal concerns, you can initiate a conference, meeting, or any formal invitation smoothly. Even if you can memorize your clients for now, it gets more difficult later on when your business expands. Hence, it is better to have a reliable mailing list to group your client details.

Ensures Up-to-Date Contact Info

There is room to change the contact information laid out in the mailing manager list. This reason is why you need to constantly communicate with your clients in certain periods because you never know if they may have changed their name, email address, or phone number. In other words, it is also a responsibility to make sure the mailing manager list is updated with accurate information so you won’t end up sending messages to contact details that are already outdated.

Consistent Information Assurance

Some people choose to create emails from scratch and write them again and again. But the problem there could be the content’s consistency. Remember that in writing messages or emails, there are times you could have changed or deleted certain information. And those tiny mistakes could bring the wrong message; thus, leads to possible conflicts in the long run. So that you can maintain the same format, data, and presentation of your messages, mailing manager lists can help you assure consistency.

More than Just Client Information

Do not assume that mailing manager lists are simply used as client information sheets. You can also incorporate the contact details of different managers, business partners, emergency contacts, lawyers, doctors, third parties, and stakeholders. However, make sure you group these information properly so you can distinguish which part of the list is for clients, managers, employees, etc. Nonetheless, mailing manager lists are dependable so you can’t miss any person to contact to. You can make sure that everybody lised there would receive the message you need to send.

What Are the Basic Parts of a Mailing Manager List?

Now that you have knowledge about the mailing manager list’s definition and purpose in organizations, get introduced to the basic parts of mailing manager lists next. The average mailing manager list consists of the following:

Subject: The subject line is where you mention the name of your document. Hence, the words “mailing manager list” must be present so anyone who checks the document gets the introduction of what the document’s purpose is.Table: A table is naturally found in mailing manager lists to group your data easily and properly. Others use graphs, charts, and other related examples here too. And you can decide how you label each row and column of your table while designing the list.Name: Before writing the contact information, you surely begin with the name of each prospect. And the key to writing names is by making them organized such as requiring the first name, middle name, last name, and suffix. Then, arrange them in order of preference.Salutation: Whenever you message a client from your mailing manager list, it is often that you don’t just use the first name for formality purposes. So be sure to use the right salutation if these people want to be referred to as Mr., Ms., or any other example. Be careful with your pronouns too to prevent offending clients.Title: The title refers to the job title, position, or occupation of each person mentioned in the list. It could be that the person is a CEO, nurse, real estate contractor, or anything.Organization: The next factor to identify is which organization each person belongs to. Expect the name of the company or business these people belong to be written in the list for classification purposes.Physical Address: If mailing refers to printed materials or physical items, then write the physical address of the prospect so you will know where to send your materials to.Email Address: Besides the physical address, you would likely ask for the prospects’ email addresses and even social media accounts. This email contact information is useful in sending emails. However, never ever ask for any password or private information as that is illegal.Phone/Cellular Number: You never know when you might need to contact clients instantly so asking for their phone/cellular numbers would be great so you can text or call them shortly. Be sure to label if the numbers you encoded are their office or personal numbers to avoid confusion.Notes: Additional details belong in the notes section. This space is meant for free writing, especially when you can think of new details to highlight concerning the mailing manager list.

How to Make a Mailing Manager List in Easy Steps

While it is clear that a mailing manager list makes it convenient to list down groups of names and addresses of people or businesses when you need to send materials to various recipients pronto, are you ready to create your own mailing manager list? Without further ado, here are the steps to form the best mailing manager list easily:

  • Step 1: Collect Your Prospects’ Information

    You can’t simply create a complete mailing manager list without gathering your prospects’ information. First things first, identify your clients or names to enlist in the mailing manager list, and be sure to ask for their addresses and contact details. You may also go for an audience analysis so you would be sure as to what set of prospects you want to cover in your list. Are you making a list of clients, business partners, employees, or any other purpose? Once you have a draft of every prospect detail, you will eventually transfer the data to the official mailing manager list later on. So be sure you won’t lose your copies of the prospect information or you would have a hard time making the list.

  • Step 2: Use a Sample Mailing Manager List Template

    To begin creating your list, simply refer to the collection of sample mailing manager list templates found above this article. You will have plenty of options to download including a free email list template, mailing list template, mailing list manager template, and many more related examples. Then, personalize the template you chose so you can make it unique with details aligned to your purpose. So whether you need the mailing manager list for marketing, customer service, or even personal purposes, you can certainly do so.

  • Step 3: Complete the Necessary Parts of a Mailing Manager List

    Remember the parts of a mailing manager list being discussed earlier? From the subject, table, name, down to notes, you need these parts to complete your mailing manager list. Do not forget to base on the data you collected from step one because that is your reference in writing each prospect’s name, address, phone number, and lots more. Also, you can insert other provisions and sections in the list that you think is relevant and helpful to your list’s purpose.

  • Step 4: Maintain an Easy-to-Follow Presentation

    As you input more and more information into the mailing manager list, your only concern is the organization and flow of your presentation. Make sure to keep it easy wherein you can easily navigate which column is meant to list names or which part to find the corresponding contact details. A tip is to arrange the list of names in alphabetical order for easy searching. Also, add graphic organizers such as organizational charts, graphs, and other visuals that can help simplify your data.

  • Step 5: Update the List Regularly

    Always put in mind that a mailing manager list will always be temporary. You never know when you might need to add new client information, delete a contact, or change a contact’s detail. So the key is to regard these lists as tracking sheets where you need to update their details regularly. So whenever some prospects change their details or you need to include new contacts, you can easily achieve it without hassle.


What are the other names of a mailing manager list?

A mailing manager list can be referred to as a mailing customer list, mailing client list, email list, mailing list manager, or just mailing list.

What are some tips to master email list management?

You can excel in email list management by ensuring new clients feel welcome, allowing prospects to choose how often they receive messages from you, updating contacts constantly, not spamming messages, and not buying lists.

Can I buy email manager lists?

Don’t ever buy email manager lists as it is illegal. Otherwise, people can easily steal contact information from random people and would likely send spam messages. In fact, some violations reach as far as paying a fine of about $16,000 when an email is sent improperly.

In the hopes of growing the business, bear in mind that having lots of contacts without even building a relationship with them is highly discouraged. Otherwise, it is like being Facebook friends of your old classmates you haven’t spoken to in years or having social media friends whom you never met and contacted at all. It is pointless because there is no engagement between parties; thus, they can’t help your business at all. Hence, practice the power of keeping a mailing manager list where you can continuously interact with your contacts. Download a sample mailing manager list template and engage with every contact now!