If you’re running campaigns and want to hit the right people with the right message, you need more than a giant list of names. You need lists that actually make sense—whether you’re sending handwritten notes to your best customers, reconnecting with prospects, or testing a new offer. This guide is for anyone using Handwrite who’s tired of clunky imports, mystery errors, or “targeted” lists that feel like spam. Here’s how to actually create and manage recipient lists that work.
Why bother with custom recipient lists?
Let’s be honest: blasting everyone with the same message is a waste of money (and kind of annoying). Custom lists let you:
- Send relevant messages to people who’ll care
- Avoid burning out your whole database
- Test ideas on small groups before going big
- Actually track what’s working (and what isn’t)
If you’re not segmenting, you’re gambling. But don’t overthink it—start simple, and don’t let “perfect” get in the way of useful.
1. Get your data organized first
Before you jump into Handwrite, take five minutes to get your list in order. This makes everything easier later.
What you actually need:
- Full names (first and last, ideally)
- Mailing addresses (no PO boxes if you want real delivery rates)
- Any custom fields you want to personalize (company name, offer code, etc.)
Pro tips:
- Use a spreadsheet (Google Sheets, Excel, whatever).
- Keep columns clearly labeled: First Name, Last Name, Address Line 1, City, State, ZIP, etc.
- Double-check for weird formatting, stray commas, or missing info. Half your “import errors” will come from sloppy data.
What to ignore: - Don’t worry about fancy formatting, colors, or hidden columns. Handwrite won’t see them. - Don’t stuff your file with extra columns you’ll never use—it just slows things down.
2. Upload your custom recipient list to Handwrite
Once your list is tidy, you’re ready to bring it into Handwrite. The process is straightforward, but a few snags are common.
Step-by-step:
- Log in to Handwrite
- Go to the Recipients or Lists section (the name might vary depending on your plan).
- Look for an “Import” or “Upload List” button.
- Upload your file (Handwrite usually wants a CSV. If your spreadsheet isn’t a
.csv, export it as one.) - Map your columns: Handwrite should prompt you to match your spreadsheet columns to its fields. Pay attention here—if you mismatch, your campaign will look sloppy.
- Review and confirm: Double-check a few sample entries. It’s worth the 30 seconds.
- Fix any errors: If Handwrite flags rows, don’t just hit “skip.” Go back and fix the source file, then re-upload. Otherwise, you’ll wonder why some people never get your mail.
What works:
- Clean CSVs, clear headers, and small batch uploads (especially at first).
What’s a pain:
- Giant, messy files with inconsistent columns.
- Trying to upload Excel files directly (just use CSV).
- Ignoring error messages—Handwrite’s error messages aren’t always crystal clear, but they’re usually pointing to something real.
3. Create custom segments for targeted sends
Once your master list is in Handwrite, you’ll want to break it up into smaller, smarter groups. This is where the magic happens.
How to segment:
- By campaign type (e.g. “VIP Customers,” “Dormant Leads”)
- By geography (target certain cities or regions)
- By purchase history (if you’ve imported that info)
- By custom fields (like event attendees or product interests)
Steps in Handwrite:
- Find your main recipient list.
- Use Handwrite’s filters or tags to create sublists or segments. (Some plans call these “Groups” or “Tags”—it’s the same idea.)
- Save these segments with clear names. (“Spring Promo - Lapsed Customers” beats “List #2” every time.)
- Double-check who’s in each group before sending anything. There’s no “unsend” button for physical mail.
What works:
- Starting with just two or three segments, not dozens.
- Using tags for overlapping groups (e.g. someone can be both “VIP” and “West Coast”).
What to skip:
- Over-segmenting. If you end up with lists of five people, you’re making life harder than it needs to be.
- Segments you’ll never actually use.
4. Manage and update your lists over time
Lists aren’t set-and-forget. People move, change jobs, opt out, or become irrelevant. The best campaigns come from up-to-date lists.
Keeping lists fresh:
- Regular clean-ups: Set a calendar reminder to review and tidy your lists every quarter.
- Remove bounces: If Handwrite (or your follow-up process) reports returned mail, take those people out.
- Update info: If you get better data (a new address, updated name), fix it at the source and re-upload.
- Sync with your CRM: If you have a CRM, consider exporting fresh lists each time, or use an integration if Handwrite supports it.
What works:
- Small, regular updates. Five minutes a month beats a four-hour cleanup every year.
- Keeping a “Do Not Mail” segment for opt-outs or bad addresses.
What to ignore:
- Chasing 100% perfection. A few bad addresses are normal, especially with physical mail. Focus on the top 90%.
5. Using your lists in campaigns
Now you’re ready to actually use your custom lists. Here’s how to avoid common headaches.
How to launch a campaign:
- Choose your segment: Pick the group that matches your campaign goal.
- Personalize: Use any custom fields you’ve uploaded. (E.g. “Hi Jane,” not “Dear Valued Customer.”)
- Test first: Send a small batch to yourself or a few colleagues before going all-in.
- Track results: Watch for response rates, bounces, or any feedback. (Handwrite may not have deep analytics yet, so you might need to track replies manually.)
What works:
- Small test runs to catch errors before spending big.
- Personal touches—use the fields you imported.
What doesn’t:
- Sending huge blasts without quality control.
- Treating every campaign the same. Mix it up and see what resonates.
Common pitfalls (and how to dodge them)
- Sloppy imports: Always check your file before uploading. Garbage in, garbage out.
- Duplicate entries: Handwrite tries to catch these, but it’s not perfect. Run a duplicate check in your spreadsheet first.
- Forgetting to update lists: Outdated lists mean wasted money and missed connections.
- Over-complicating segments: More isn’t always better. If you can’t remember why a segment exists, you probably don’t need it.
- Ignoring opt-outs: Respect requests to stop. It’s the law (and just good manners).
Keep it simple: iterate as you go
Start with one or two lists, run a campaign, and see what happens. You’ll learn what works and what’s just busywork. Don’t stress about building a fancy system on day one—just focus on clean data and clear segments. The rest will sort itself out as you go.
If you hit a roadblock, step back and ask: “Is this actually helping me reach the right people, or just making things complicated?” Usually, simpler wins. Good luck—go make your campaigns count.