Before You Import an Email List into Patch

Use this guide before importing contacts into Patch. A clean import helps protect your email reputation before your first campaign is sent.

Step 1: Confirm where the list came from

Before importing, identify the source of the list. Good sources include customers, members, online bookings, form submissions, waiver submissions, event signups, and people who gave clear permission to hear from your business.

Do not import lists that were purchased, rented, scraped from websites, copied from directories, or collected without clear permission.

Step 2: Remove contacts who should not receive email

Clean the file before importing it into Patch.

Remove anyone who previously unsubscribed.
Remove contacts who asked not to be emailed.
Remove bounced email addresses from previous systems.
Remove duplicate rows.
Remove fake or placeholder emails.
Remove contacts with no clear relationship to your business.

If you are not sure whether a group should receive marketing email, do not include them in the first send.

Step 3: Check for common bad email patterns

Review the email column and look for addresses that are likely to bounce or create risk.

test@test.com
noemail@example.com
none@none.com
customer@customer.com
missing @ symbols
misspelled domains like gmial.com or yahho.com
role-based emails such as info@, admin@, sales@, or support@ when they are not tied to a known person

Fix obvious typos only when you are confident. Do not guess a customer’s email address.

Step 4: Add helpful fields before import

If you have the information, include fields that will help you segment after import.

First name
Last name
Email
Phone, if applicable
Customer type
Member status
Last visit date
Last purchase date
Birthday or birth month
Location or home facility
Original list source

The more context you import, the easier it is to send relevant messages instead of broad blasts.

Step 5: Validate before a large send

If email validation is available for your account, use it before sending to a new or old imported list. Validation helps identify addresses that may be invalid, risky, or likely to bounce. Contact success@patchretention.com to have this feature added to your account.

Validation does not create permission. It only helps check whether an address is likely to receive mail. You still need consent and a relevant reason to send.

Step 6: Send to a small, engaged segment first

Do not import a large list and immediately send to everyone.

Create a segment of the most recent or most engaged contacts.
Send a useful, clear email to that group first.
Review bounces, unsubscribes, and clicks.
If results are healthy, expand slowly to the next best segment.

This protects your sending reputation and gives you a chance to catch problems early.

Step 7: Keep a record of consent

For each imported list, keep notes outside or inside your internal process that explain where the list came from and why the contacts can be emailed. This helps your team answer questions later and keeps your email program cleaner over time.

Customer Support

If you need help or are not sure which step to take next, contact Patch Customer Support at success@patchretention.com or 888.605.4429.