- Decide first whether the list is for post, email or both: the rules are different for each.
- The ICO says postal marketing is not covered by PECR, but UK GDPR still applies to named people.
- Emailing sole traders and some partnerships needs their consent or the soft opt-in; limited companies don't need consent but must get an opt-out.
- Use one row per contact and keep a source, a date collected and an opt-out column for every row.
- Put each part of the address in its own column, with the postcode on its own, so mail merges and area selections work.
- If you need prospects quickly, bought records cost £295 per 1,000 for small orders, minimum £300 + VAT.
01
Should your mailing list be for post, email or both?
A postal mailing list is for letters, catalogues and brochures; an email mailing list is for newsletters and email campaigns. Decide which you need before you start, because the rules about who you can contact are different for each.
Postal mailing list
The ICO says post is not covered by PECR, so you don't need consent to send a business letter. If the letter is addressed to a named person, UK GDPR still applies: you need a lawful basis (usually legitimate interests), and anyone can object to direct marketing at any time.
Email mailing list
PECR applies. Limited companies, LLPs and other corporate subscribers can be emailed without consent, as long as you say who you are and give a working opt-out. Sole traders and some partnerships need consent or the soft opt-in.
Many businesses keep one list with both a postal address and an email address on each row, then pick the channel per contact. That works well, as long as the list tells you what kind of business each contact is. If you can't tell whether a business is a company or a sole trader, the ICO says to treat it as an individual, which means no marketing emails without consent.
For the full picture by channel, including phone, see is it legal? in the complete guide, or our guide to keeping a marketing database compliant.
02
How do you set up a mailing list in Excel or Google Sheets?
Open a blank sheet in Excel or Google Sheets, put your column headings in row 1, and add one contact per row underneath. Split everything into its own column (first name, last name, each address line, postcode) so you can sort, filter and merge later.
| Column heading | Example entry |
|---|---|
| Business name | Acme Engineering Ltd |
| Business type | Limited company |
| First name | Jane |
| Last name | Smith |
| Job title | Operations Director |
| Address line 1 | Unit 4, Riverside Park |
| Address line 2 | Mill Lane |
| Town | Leeds |
| Postcode | LS1 1AA |
| [email protected] | |
| Phone | 01632 960000 |
| Source | Website enquiry form |
| Date collected | 13/11/2026 |
| Email opt-out | No |
| Post opt-out | No |
Why these columns matter
- Separate first and last names. So letters and emails can start "Dear Jane" or "Dear Ms Smith" rather than "Dear Jane Smith Operations Director".
- Business type. Tells you at a glance whether you can email a contact without consent (company) or need it (sole trader or partnership).
- Source and date collected. Shows where every contact came from and when. You'll need this if someone asks how you got their details, and it lets you spot and review old records.
- Opt-out columns. One for email and one for post. When someone asks to stop, mark it straight away and never delete the row: if you delete it, they could be added again from another source.
Freeze the top row so the headings stay visible, turn on filters, and avoid merged cells or blank rows in the middle. Save a master copy and work from that; send copies, not the master, to anyone who needs the list.
03
Where do the contacts for a business mailing list come from?
The best mailing list contacts are people who already know you: customers and enquirers. After that come sign-up forms, events and your own research. If you need coverage quickly, you can buy a list of businesses that match your target market.
- Your customers and enquiries. Under the soft opt-in you can email people whose details you got during a sale or negotiation, about similar products of your own, as long as they were given a chance to opt out when you collected the details and are given one in every message. Record "customer" or "enquiry" as the source.
- Sign-up forms. A newsletter or brochure request form on your website. Say clearly who you are, what you'll send and how to unsubscribe, link to your privacy information, and record the date each person signed up.
- Events and trade shows. Business cards and badge scans. Tell people at the time that you'll follow up, and ask sole traders whether they're happy to get emails from you.
- Your own research. Business websites, trade directories and Companies House. The ICO says data being publicly available doesn't take it outside UK GDPR and PECR, so the same rules apply as for any other contact.
- Buying a list. The quickest way to a large list of businesses in specific sectors and areas. Read how to buy a database safely first, and see what a marketing database costs.
If you collect personal data from somewhere other than the person, for example research or a bought list, UK GDPR Article 14 says you must give them privacy information within a reasonable period, and no later than one month (or at your first communication with them, if that's sooner). (Article 14) The complete guide compares buying, building and renting a list.
04
How should you format UK addresses on a mailing list?
Keep every part of a UK address in its own column, in the order it would appear on an envelope, with the postcode in a column of its own. Tidy the data before the first mailing, not after the returns come back.
- One line per column. Building or unit, street, locality, town, then postcode. Leave a column blank rather than squeezing two lines into one cell.
- Postcode on its own. Upper case with a single space before the last three characters (LS1 1AA). A separate postcode column lets you sort a mailing by area and select contacts by postcode district.
- Consistent capitals. Use one style throughout. In Excel or Google Sheets, PROPER() fixes names typed in capitals and TRIM() removes stray spaces.
- No duplicates. Sort by postcode and business name to catch the same business entered twice. Two letters to one office looks careless.
- Phone numbers as text. Format the phone column as text so a spreadsheet doesn't drop the leading zero.
Every record we supply has a full postal address in separate fields, with the postcode in its own column. See what a marketing database record contains.
05
How do you use your list in a mail merge or email platform?
For post, use your word processor's mail merge with the spreadsheet as the data source. For email, export the sheet as a CSV file and import it into your email platform, matching each column to a field.
- Filter first. Remove anyone with an opt-out for that channel. For email, also remove sole traders and partnerships unless they've consented or fall under the soft opt-in.
- Check against your suppression list. Your do-not-contact list should be checked before every campaign, including contacts who opted out by phone or in a reply.
- Save a copy for the campaign. Save the filtered list under the campaign name and date, so you know exactly who was sent what.
- Merge or import. Map first name, last name, business and address fields (or email) to the matching merge fields. Print or send a test to yourself and check names, line breaks and postcodes.
- Bring opt-outs back. After sending, add unsubscribes and "please remove me" replies to the master sheet's opt-out columns. Your email platform's unsubscribe list and your spreadsheet should always match.
Every marketing email needs your identity and a working way to opt out. More on sending to business contacts in our email marketing database guide.
06
How do you keep a mailing list clean?
Fix problems as they come in: returned post, email bounces and "she's left" replies. Then review the whole list before any large campaign and remove or update records that are out of date.
- Update or remove the row as soon as a letter comes back or an email hard-bounces.
- Mark opt-outs the same day, in the opt-out column, and keep the row.
- Use the date collected column to find records you haven't checked in a long time.
- Ring the switchboard to confirm a named contact still works there before an important mailing.
Our guide to data cleansing services covers what you can fix yourself and when a professional cleanse or fresh data makes more sense. For ongoing upkeep, see using and maintaining a marketing database.
07
How to create a mailing list: FAQs
How do I create a mailing list?
Decide whether it's for post, email or both, then set up a spreadsheet with one row per contact and separate columns for name, job title, each address line, postcode, email, source, date collected and opt-outs. Fill it with customers, enquiries, sign-ups and researched or bought contacts, and check opt-outs before every send.
How do you create a mailing list in Excel?
Type your column headings in row 1, freeze that row, turn on filters and add one contact per row. Keep each address line and the postcode in separate columns, format phone numbers as text, and save it as a master file. Export a CSV copy when you need to import it into an email platform.
Do I need permission to send letters to businesses?
Not under PECR: the ICO says post isn't covered by it. If you write to a named person, UK GDPR applies, so you need a lawful basis such as legitimate interests, and you must stop if they object.
Can I email businesses on my mailing list without consent?
Limited companies, LLPs and other corporate subscribers, yes, as long as you identify yourself and give a working opt-out. Sole traders and some partnerships need consent or the soft opt-in. If you're not sure which a business is, treat it as an individual.
What is a B2B mailing list?
A list of businesses and the people who work in them, with postal addresses, email addresses or both, used to send marketing letters, brochures or emails to other businesses.
Can I buy a business mailing list?
Yes. We supply B2B records selected by sector, area, size and job title, as Excel or CSV. Prices start at £295 per 1,000 records for small orders, with a minimum order of £300 + VAT; 2,000 records cost £590 + VAT.
Should I delete people who unsubscribe from my mailing list?
No. Mark them as opted out and keep the row. If you delete it, the same person could be added again from another source and contacted by mistake.
What columns should a mailing list have?
Business name, business type, first name, last name, job title, address lines, town, postcode, email, phone, source, date collected, and separate email and post opt-out columns.