Royal Mail Address Validation: How Does it Work and Its Alternative
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 the addresses of 250+ countries and find their rooftop geocodes.
What is Royal Mail Address Validation?
It refers to the Royal Mail solution that allows individuals and businesses to cross-verify shipping addresses before mailing. You can enter the entire address or a part of it, and the tool will give you a list of suggestions. It saves you time and effort, as you can select the correct address after entering only a few keystrokes.
Royal Mail address validation helps you confirm whether an address exists in its database. If so, you can use postal services to send something across the UK. Otherwise, you can opt for other carrier companies.
As shown in the image above, you can start typing the address or the postcode to get real-time suggestions. For example, if you enter “56” in the address field, you can see the list of addresses. You can scroll to see more options. The more refined your inputs are, the higher your chances of getting more accurate suggestions.
Alias Addresses: What Do They Mean?
You can also get suggestions for alias addresses using Royal Mail address validation, reflecting the historical names of different properties. It can include localities, house names, or counties that aren’t typically needed to send postal mail. But you can use any version of your intended recipient’s address.
What is the Royal Mail Postcode Address File (PAF)?
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.
How Does Royal Mail Address Validation Work?
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.”
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.
AddressNow Capture: Royal Mail’s Official Address Validation API
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.
Royal Mail Address Validation Limitations
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.
Better Alternative to Royal Mail Address Validation
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.
Royal Mail vs PostGrid Address Validation
| Parameters | Royal Mail | PostGrid |
| Purpose | Businesses and individuals use Royal Mail address validation to check whether an address exists in its database and is deliverable. | PostGrid’s solution helps businesses standardize, cleanse, parse, and validate addresses for data management, deliveries, and other reasons. |
| Coverage | Royal Mail only has a database of UK addresses. Hence, users can only look up domestic addresses. | PostGrid offers address validation for 250+ countries and territories. |
| Price | It can be expensive to use Royal Mail’s AddressNow Capture API to validate your mailing lists. | You don’t need to pay extra for checking international addresses. The rates are lower than Royal Mail, and you get bulk discounts. |
| Fuzzy Address Matching | This tool does not use fuzzy logic to check your address validity. | PostGrid uses fuzzy logic to identify and correct address errors, like incorrect capitalization, misspellings, typos, improper abbreviations, directionals, incorrect postal codes, swapped letters, etc. |
| Bulk Address Checking | It is impossible to check multiple addresses on the Royal Mail website using the find the postcode tool. | Businesses can check up to 1 million addresses using PostGrid’s API, software, or dashboard. |
| Geocoding | Royal Mail doesn’t offer rooftop geocoding capabilities. | PostGrid allows you to geocode your addresses at the rooftop level and presents data on how the coordinates were obtained. |
| Scope of Service | Royal Mail offers limited solutions to users, often only letting them look up a delivery address. | PostGrid is PAF-certified, using Royal Mail’s postcode address file and other sources to give the most updated and accurate results. It also offers NCOA processing, geocoding, and standardization simultaneously at the same price. |
Why Must You Use PostGrid’s Address Standardization and Verification API?
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:
- 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.
- 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.
- 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!
