Description
As part of our anti-spam policy, a physical address must be included in your email. Here are some guidelines on formatting the physical address found at the bottom of the email. There are two ways to do this:
- Add your physical address in the email designer
- Add your physical address in the HTML editor
Why It's Important
Legally, this address must be provided for accountability purposes in order to identify the sender to the recipient. This can also help facilitate the unsubscribe process, prevent complaints, and help improve delivery.
Legal Requirements
Please note that in the Commission's opinion, "mailing address" may be the sender's valid and current street (or civic) address, post office box address, rural route address, or general delivery address and must be valid for a minimum of 60 days after the message has been sent.
Step-by-Step Instructions
Editing Your Physical Address in Your Profile
A physical address must be included to schedule a newsletter in order to protect subscribers (and yourself). If the system cannot detect the address merge field in the campaign, it will automatically add it to the bottom. Additionally, entering your business information is required when your account is created.
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Select Settings and go to Organization profile
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In the profile options, click on the Pencil icon found to the right of Address (Required)
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Update your address if necessary and click save.
Adding Your Physical Address in the Email Designer
You can add [CLIENTS.ADDRESS] wherever you want the address to appear in your campaign. Your business address will be pulled from the company profile page. It will then be possible to modify the [CLIENTS.ADDRESS] field with font, color, and size.
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Select Campaigns.
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Select your campaign email template or draft
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Select Edit Email.
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Type [CLIENTS.ADDRESS] where you want your physical address to appear Customize it with text color, size, etc.
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Alternatively, you can add the physical address field with the Merge Tags option and by selecting Full Address.
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You'll be able to see the result on the next page, where you can schedule the campaign.
Adding Your Physical Address in the HTML Editor
By selecting the "start from scratch" option, you can create your template from your own HTML code. To properly add the physical address with this option, follow these steps:
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In the left menu, select Campaigns, then Emails
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Click on + button to start a new campaign
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Select the Start from scratch tab.
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Click Select under the Start with your own code option.
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Paste/write your code on the left side of the page.
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In the top right, click Upload and Edit.
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Type [CLIENTS.ADDRESS] where you want your physical address to appear and customize it with text color, size, etc.
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Highlight the physical address field.
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You can modify the physical address field with the top menu.
Address Requirements
Your physical address must be:
- Valid and current for at least 60 days after sending
- Complete with street address or post office box
- Accessible for accountability purposes
- Legally compliant with anti-spam regulations
Types of Acceptable Addresses
- Valid and current street (civic) address
- Post office box address
- Rural route address
- General delivery address
Benefits of Including Physical Address
- Legal compliance: Meets anti-spam law requirements
- Trust building: Shows transparency and legitimacy
- Improved delivery: Helps with email deliverability
- Complaint prevention: Provides clear sender identification
- Professional appearance: Demonstrates established business presence
Best Practices
- Keep your address information updated in your profile
- Use consistent formatting across all campaigns
- Place address information in the email footer for visibility
- Ensure the address remains valid for the required period
Troubleshooting
Address doesn't appear in email
- Check that the address merge field is properly inserted
- Verify your profile contains a complete physical address
- Preview the email to confirm automatic addition to bottom
Campaign won't send
- Ensure a valid physical address is included
- Update your profile address if missing or incomplete
- Verify the address meets legal requirements (not just email/web)
Address formatting issues
- Use standard address formatting for your country
- Avoid special characters that may not display correctly
- Test how the address appears in different email clients
Profile address won't update
- Save changes after updating your profile information
- Log out and log back in to refresh cached data
- Contact support if changes don't persist
Compliance warnings
- Verify the address will remain valid for 60+ days
- Don't use temporary addresses or virtual offices without physical presence
- Ensure PO box addresses are properly registered and active
Related Articles
- Updating My Company Profile - Setting default address
- Including an Unsubscribe Link - Legal requirements
- Using Merge Tags and Fallbacks - Address merge tags
- Creating Campaigns - Campaign compliance
- First Steps - Initial setup