Royal Mail Address Validation

Did you know that poor-quality databases can cause businesses to lose up to 20% in profits, as per Kissmetrics? The number can be higher depending on your data collection methods, verification strategies, and other factors. 

So how do you improve your data quality, and where do you begin? Incorporating Royal Mail address validation into your daily workflows can help. All you have to do is run a quick check on every customer address record before shipping anything to the location. It also lets you maintain a healthy and ready-to-use database for making informed business decisions and marketing. 

You can visit the Royal Mail website to access its address verification functions. But how does it work? Below, we discuss the meaning of Royal Mail address validation, how it works, limitations, alternatives, and more. Let us begin!

Key Takeaways:

• Royal Mail address validation is a tool that lets users visit the Royal Mail website and check whether their addresses are valid for delivering mailpieces. 
• It autocompletes your addresses, which means you can enter a few details, and it gives you a list of address suggestions based on your input. You can also look up Welsh addresses. 
• You might not find some results for newly constructed properties. 
• Royal Mail’s address validation solution has many drawbacks, like not checking international addresses, no bulk address validation, and limited usage. 
• It is better to use PostGrid’s address verification API to get more accurate and updated results for lower costs. Also, you can check addresses of 250+ countries and find their rooftop geocodes.

PAF is the official Royal Mail database, storing over 32 million delivery addresses, 1.8 million postcodes, and 1.4 million business names across the UK. The postal organization uses this data to deliver mail and packages efficiently. However, the PAF does not include building or property names that cannot receive mail deliveries, like agricultural buildings and fields. Hence, businesses or people cannot apply with the Post Office to officially register such locations. 

The same rule applies to newly constructed properties. Royal Mail inspects these areas to check whether they can safely receive mailpieces before adding them to the PAF. 

Many satellite navigation systems use the PAF to set location directions. However, Royal Mail has clarified that postcodes aren’t the absolute geographical representation of all properties. Navigation solutions use the postcode’s central point to pinpoint specific places on a map. However, Royal Mail has no jurisdiction over how these systems use postcode data for directional purposes. 

Hence, please note that Royal Mail address validation is the best option only if you want to send mail using postal services. Combining it with other solutions is better if you need location data for marketing, sales, business expansion, or other reasons. 

 Also Read: Canada Post Address Validation: Features, Limitations and Alternative

You can visit the Royal Mail website and use the “Find a Postcode” tool. Then, you can start typing any number or name within your delivery address. However, you can only look up UK postal addresses using this tool. If you want to send something from the UK to other countries, you must use the address validation solution of the destination country. Royal Mail address validation works in three primary ways:

Looking up Business Addresses

Searching for commercial addresses works in the same way as residential addresses. You can start typing the company name, like Unilever or Shell, if it is very common. However, you must also provide details like the street, town name, or postal code. 

Looking up Building Names

Many business and residential addresses in the UK use a building name rather than a street number. Though they use the building names instead of the street addresses, you can use either to look up the address in the Royal Mail address validation tool. For example, you can type “Bowker Ltd.” or the street address “Channel Way, Ashton-on-Ribble.” 

 Also Read: Hongkong Post Address Validation for Your Firm

Looking up Welsh Addresses

The best part about the Royal Mail postcode tool is that you can search for English or Welsh addresses.  It doesn’t matter what you start typing; the tool gives you the appropriate suggestions based on your input. However, you can always click “Fersiwn Cymraeg” to change the website language. 

There were 181 self-reported events of data being mailed or faxed to incorrect recipients, as per the Information Commissioner’s Office (ICO). Thus, it is better to look up addresses in a language you are comfortable with and ensure you get precise results.

Branch Finder

Royal Mail address validation lets you search for post offices or branches across the UK using the branch finder. You can enter the postcode of the area where you are looking for a post office. Alternatively, you can also type the town name. Then, select which service you would like to avail yourself of from the branch. After entering this information and clicking “Search,” you get a list of Royal Mail branches in the locality that meet your needs. 

The results showcase the complete addresses of the branches and the number of days they work each week. You can also check the opening, closing, and lunch hours. Select the one nearest to your location and visit the office according to the timings to drop off or pick up your mailpieces and for other purposes.

 Also Read: What is Poste Italiane Address Validation and How to Use It?

New Properties

Looking up addresses on newly constructed properties can be tricky because these are yet to be added to the Royal Mail database. Also, if the property is vast (covering large acres of land), it is possible that the postcode is not registered with the associated Post Office. Thus, you get no results on the “find the postcode” tool. 

One example is a house that was recently converted into flats. Since the area had only one address before, looking up your new apartment can be challenging. In this case, you can get the delivery to the earlier house address and collect the mail from the gate. However, getting such inaccurate information is not enough for businesses trying to enhance their database or reach their target audiences. The best way to overcome this is to check your customer addresses every few weeks or months. 

Royal Mail recommends people contact the nearest postal branch to register their new addresses at the earliest to avoid delivery issues. If your property isn’t recently constructed and you still don’t see the suggestions, 

1. Check whether the abbreviations you entered are commonly used, like Rd, Ave, and St. If you enter Sr instead of St for street, you will likely get incorrect results. 
2. Confirm the building name you typed. If unsure, it is best to rely on the street address. Also, there might be several places with the same name, like Deloitte offices. Hence, type the street number and name to get the most accurate suggestions from Royal Mail address validation. 
3. Check all spellings and ensure there aren’t any typos, such as extra spaces or swapped characters. Add more details to your address until you get more refined results.

 Also Read: An Post Address Validation: How Does it Work and Its Alternatives

Multiple Versions of Same Delivery Addresses

Imagine you want to send a mailpiece to a large commercial park or collect customer data living in a massive apartment complex. In these cases, you might come across several address versions for the same customers—one with the property name and another with the property number. You can use either, but using the number is better for better location identification. 

Also, please consider shared properties, with multiple flats or rooms but a single shared door to collect mailpieces. As discussed earlier, many houses are converted into individual flats. These addresses might not show up on Royal Mail address validation. Or you might see tens of results for the same address, which can be confusing. 

Royal Mail deals with this situation by showing you the street name and the primary property name/number. Once you select it, you see a list of individual flat numbers, like 

• Flat 3A, 8 Main Ave 
• Flat Ground floor, 8 Main Ave
• Flat 3C, 8 Main Ave
• Flat 1A, 8 Main Ave, etc. 

Data Collection From Different Sources

You might rely on customer input to create your company database. Some examples include website signups, demo requests, social media messages, cold calls, and emails. 

However, customers might make a series of mistakes when entering their addresses on your website. If you use the same data, you might have to find and modify mistakes manually. Otherwise, Royal Mail address validation tools might not work for you.

In many cases, the sales or customer representative teams call up every customer to confirm the address. It is time-consuming, daunting, and unreliable if you work with thousands of clients. 

 Also Read: Malaysia Post Address Validation and How It Works

You can integrate Royal Mail’s AddressNow Capture API into your CRM, app, website, or other tools. The Post Office claims the process is seamless, with a quick setup and no lengthy technical processes. 

This API integrates into your workflow as a small HTML code that can be copied and pasted into your current codebase. You can create multiple keys to use AddressNow on different systems. Each system will have its key to keep it safe and secure. Royal Mail suggests users check its website for updates on third-party integrations, like Sage and Magento. 

You can adjust AddressNow Capture to fit different parts of your website or process. Also, you may change things like how many search results appear or how this Royal Mail address validation tool looks on your site. The Advanced Customisation Guide by the Post Office can explain the available options. 

Users get a free AddressNow Capture trial of 30 days with full access and 50 free address lookups daily. There are no upfront expenses or obligations to take advantage of the free trial. You can set up an account and get started. However, you must fill out your details, like the company name, size, market sector, job title, etc. 

Inaccurate Rural Addressing

Rural addresses can sometimes be inaccurate in Royal Mail’s database. These areas may have unclear boundaries, shared postal codes, or properties without clear street names, making it difficult to validate rural addresses correctly. This can lead to delivery issues and confusion. 

Relying on Manual User Inputs

Royal Mail address validation often depends on users entering their addresses correctly. If a customer makes a mistake, such as a typo or missing information, the system may not recognize the address. It can lead to failed deliveries, delays, and frustrated customers. 

Not Including Non-Postal Addresses

Royal Mail’s database only includes postal addresses that receive mail. It means places without regular mail delivery, like warehouses, new developments, or private roads, might not be listed. Businesses or individuals trying to validate such addresses may face difficulties because they won’t appear in the system. 

This limitation can lead to frustration and additional work to verify these addresses manually or through other sources. It also poses challenges for companies serving locations not recognized by the postal system.

Not Available for Checking International Addresses

Royal Mail’s address verification tools only work for UK addresses. You must use a different service to check addresses from other countries. It can be a problem for businesses that operate internationally and must ensure the accuracy of addresses in various regions.

However, relying on multiple address validation providers can be time-consuming and costly. It can also lead to inconsistencies in data quality across different countries, which impacts business operations and customer satisfaction.

Delayed New Property Updates

New addresses, such as those in recently built housing estates or commercial developments, may not immediately appear in Royal Mail’s database. Updates can take weeks or even months to process and add. This delay can cause issues for people moving into new homes or businesses trying to reach new customers.

Until the new addresses are officially added, deliveries and correspondence may not reach their intended recipients. Businesses may need to find temporary solutions, such as manually verifying the address.

Expensive Solution

Royal Mail address validation can be costly, especially for small businesses. The service often comes with high fees for access and usage, making it difficult for companies with tight budgets to afford. Subscription plans or pay-per-use models can quickly add up, specifically for firms verifying a large number of addresses regularly. 

Also, the cost can increase if additional features, like bulk address validation or integration with other systems, are needed. Hence, many businesses may look for cheaper alternatives that provide similar functionality without the high price.

Royal Mail offers an excellent address verification service if you want to check if a specific address is available on its database and whether it can deliver mail somewhere. However, it is hard to check addresses in bulk if you want to update or verify an entire mailing list. Also, you don’t get any metadata, like geocodes and census information. 

Thus, businesses only use Royal Mail address validation when sending something to someone using postal services quickly. Otherwise, they look into alternatives, like PostGrid, experts in the address verification and cleansing domain. 

PostGrid’s address verification API is an excellent alternative because it offers a faster and more efficient service. It can quickly check addresses in bulk, saving businesses time and effort. Unlike Royal Mail, PostGrid works with UK and international addresses, making it perfect for businesses with customers worldwide. Additionally, it provides more accurate results, including non-postal addresses and rural locations, which helps avoid delivery issues and confusion.

Another advantage of PostGrid is its reasonable cost. It offers flexible pricing plans that fit businesses of all sizes, making it an affordable choice compared to Royal Mail. The service is also easy to integrate with different systems, ensuring smooth operations without relying too much on manual input. ine

Over 80,000 people were to receive a letter informing them they were in Covid-19 vulnerable groups and must quarantine themselves in the UK in April 2020. However, 13,000 of the letters were shipped to invalid and inaccurate addresses due to a processing error by the NHS Wales Informatics Service (NWIS). It shows that using a reliable address validation solution is crucial for all organizations. 

Furthermore, you must find a solution that complies with the UK General Data Protection Regulation (GDPR) and Data Protection Act (DPA) 2018. Fortunately, PostGrid complies with these laws and can help you keep your data secure and confidential. Some other PostGrid address verification features include:

1. Address autocomplete and reformatting: PostGrid can identify your addresses within a few keystrokes. Its accurate autocomplete capabilities let you select the correct mailing address from a list of suggestions, saving time and effort. Also, it automatically standardizes all addresses according to the destination country’s postal regulations. Thus, you can ensure your addresses are readable and deliverable by the Post Office carriers as well as their mail sorting machines. 
2. Transliteration: Since PostGrid offers national and international address verification, it also provides automatic transliteration. Hence, it doesn’t matter if you want to check an Arabic, Chinese, or another address; PostGrid adapts to different scripts and ensures your addresses are ready to use. 
3. Integrations: PostGrid’s native integrations allow you to incorporate its address verification functionalities into your favorite platforms without expert technical knowledge. 

Contact us today to learn more and validate your mailing lists with standardization, geocoding, and other added features!