Troi offers expert Canadian mail services and postal system skills. There is an average of 400,000 postal code changes per year. We have access to corrections, which allow us to sort mail right down to the individual letter carrier – who will accurately deliver mail/parcels to your intended target market.
CASS stands for “Coding Accuracy Support System”. This system is widely used by the United States Postal Service (USPS) when referring to the verification status of an address list. In order for an address list to receive CASS certification, the list must be checked with the USPS Address Matching System (AMS). A match must be found for each address and the correct 11-digit Delivery Point ZIP code. A corresponding barcode must be added for US mailing. Only addresses with the Delivery Point ZIP code and barcode are eligible for automation bulk mailing rates. A mailing list must undergo address verification every six months and every three months for Carrier Route mailings. This is particularly important to mailers because of the difference between “automation” and “non-automation” mailing rates, which is about five cents per piece. For a 10,000-piece mailing project, our CASS certification of address lists is part of a cost-effective mailing solution that could save approximately $500.
NCOA stands for “National Change of Address”. The United States Postal Service compiles all recorded moves by both consumers and businesses. When individuals, families or companies move, they typically file a Change of Address with the USPS/Canada Post, so that their mail can be forwarded to their new address. This information is compiled into a database, and can be accessed at our marketing mail GTA office.
NCOA processing is performed exclusively by licensees. In order to become licensed to perform this processing, a vendor must meet multiple criteria including security requirements. The vendor must then go through a licensing process to ensure that they will handle the data in accordance with USPS/Canada Post requirements. Troi is a mailing services company in Toronto with NCOA processing permission.
Automated mail processing machines read addresses on mailpieces in a mailing campaign. The machines read from the bottom up and will look for a city, a province/state and a Postal/ZIP Code. The machines then look for a delivery address. If the machines cannot find either line, the mail could be delayed or misrouted. Any information below the delivery address line (a logo, a slogan or an attention line) could confuse the machines and misdirect your mail as well. At Troi, we have made it our expertise to professionally sort and format lettermail, admail, pubmail and parcel posts to ensure that every direct mail processing project is received by its intended recipient.
Merge/purge is a process that identifies and isolates duplicate records within databases. The identification of these duplicate records through a matching strategy can be based on one field, multiple fields and/or a subset of each. As your direct mail printers, Troi provides merge/purge and duplicate identification services ranging from basic consumer lists to some of the most complicated B2B files. We customize a solution to meet every customer’s direct mail fulfillment requirements.
The duplicate identification process will help to eliminate data redundancy. This reduces costs associated with duplicate direct mailings to the same source.
The target group and the target quantity are integral parts of a direct mailing campaign. Dimensions such as age, gender, income and marital status for consumer products are relevant for building a target group for direct mail marketing. Our mailing solutions in Toronto help to make your campaign focused and effective with our allocation data technologies.
Our split/select experts ensure the usability of the address material with direct mail processing services by checking the selected addresses and data quality functions (address validation, relocation, duplicate check, etc.)
Troi handles all aspects of data to document integrations as part of our fulfillment services. We ensure that your mail advertising is clean, professional and with minimal errors. Some of these services include: merging data into an existing template, merging from within an application, removing empty paragraphs that appear during mail merge, merging an image into the document from disk and more.
At Troi we offer risk and performance reports for email marketing newsletters, bulk mailing, direct mail advertising, flyer distribution and more. These services enable our clients to focus on risk budgeting, asset allocation, fund/manager selections and monitoring while reducing the time and costs associated with data processing tasks.
Troi Mailing Services is a premium provider of Canadian, U.S. & International Direct Mail and Mail Fulfillment Services. Troi Mailing offers Data Processing, Lettershop, Variable Imaging and Commercial Print services along with Timeline Printing Inc.
Duplicate records within a mailing list occur when more than one record within your mailing list contain the same information. Duplicates can be identified by records sharing the same name or address. The data team at Troi Mailing Services can identify and remove duplicates from your mailing list by using a few different parameters. This data processing ensures your list is duplicate-free.
Duplicates within a list are costly for several reasons.
Our dedicated team of data specialists will leverage Canada Post approved software to validate and correct addresses for your direct mail campaign. The data validation process compares your mailing list with Canada Post’s database and can identify whether information is missing or incorrect—for example, a missing suite number. Updating your house file with any mail returned from a previous campaign is also worthwhile. Returned mail can be provided by Canada Post without any additional costs to you, provided your Personalized Mail (formerly known as Addressed Admail) campaign leverages the Return Postage Guarantee (RPG) option.
National Change of Address (NCOA) is an address verification service identifying records that have registered moves with Canada Post within the past 5 years. NCOA can also identify a person’s new mailing address and can help identify records of deceased individuals. NCOA is an important tool for mail campaign success and is recommended to be used on house files for routine updates every 2-3 years.
Invalid addresses are records within a mailing list that have missing or incorrect information as it relates to the physical address of the recipient. Standard mail procedure used by Troi Mailing Services’ data team includes address validation. During this process, Canada Post approved software identifies addresses within a client’s mailing list that are invalid. This data processing also highlights potential issues within the address fields that are affecting validity such as a missing suite number or an incorrect postal code.
An uncorrectable address is an address that is either incomplete or has a wrong address or wrong postal code. Canada Post approved software can correct some errors in certain cases, but uncorrectable addresses are flagged and cannot be corrected. These records can be mailed at your discretion, but it is recommended to manually investigate any uncorrectable information.
A nixie record is a mailing list contact whose address is no longer valid for delivery. This typically occurs when an individual or company has relocated and has either not disclosed their new address or has decided not to provide it. A mail piece is deemed as nixie if it is returned as undeliverable without a forwarding address or a clear explanation, such as a closed business or an unoccupied building. It is best practice to delete these entries to maintain the accuracy of your mailing list and prevent sending out unsolicited letters.
To properly format your mailing list, input consistent information in dedicated columns within your spreadsheet. Create columns specifically for addressee, street address, municipality, province/state, and postal code. Other columns may include salutation, honorifics, segmentation, and other pertinent variable fields. Pertinent fields contain information that is relevant to your campaign execution and/or the physical addressing on your direct mail piece. Excel files are one of the best file formats to use when formatting an address file. Properly formatting a mailing list is important for a more accurate direct mail campaign. Correct formatting ensures your mailing is free of waste and is mailed with the lowest possible postage costs.
Canada Post requires that all lists include an addressee and full address to allow for accurate and timely mail delivery. It is best practice to include a recipient’s full name when available. Addressed mail with full names yields the highest returns on a campaign. Include columns specifically for addressee, street address, municipality, province/state, and postal code. Other important columns may include salutation, honorifics, segmentation, and other pertinent variable fields. Only include information that is relevant to your campaign execution and/or the physical addressing on your direct mail piece.
Posted by Seamus Barton on 18 November 2025
Direct mail remains a reliable way to reach customers, but without the right systems in place, it can become slow, error-prone, and expensive. Manual steps often lead to delays, data inaccuracies, and missed opportunities...Read More
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