Store and organize client addresses by type, validate them with USPS, and generate postal mailings to keep your agency connected with every client.

### Overview

Accurate address data is the foundation of effective client communication, especially when your agency relies on postal mail for court notices, compliance letters, or outreach materials. The eCourtDate platform lets you manage multiple addresses per client, organized by type (home, work, school, and more). Built-in USPS verification ensures your address data is deliverable, and postal mailing features let you generate personalized postcards and letters directly from the platform.

- Assign and organize addresses by type (home, work, school, mail, hospital, jail, parents, and other)
- Validate and enrich address data automatically through USPS address verification
- Generate personalized postcards and letters for postal delivery
- Allow clients to update their own address through a self-service portal
- Maintain a complete address history for audit and compliance purposes

Court clerks, case managers, and administrative staff responsible for client outreach and compliance correspondence will use this feature regularly.

### Prerequisites

Before you begin managing client addresses, make sure you have:

- An active eCourtDate account with Admin or Officer role permissions
- Access to the **Clients** module in the top navigation bar
- Client records already created in the system ([learn how to manage clients](/how-to-manage-clients))
- For USPS validation, ensure your agency's USPS integration is enabled under **Admin** > **Settings**
- For portal self-service, a web portal configured for your agency ([learn how to create web portals](/how-to-create-web-portals))

### How-To Steps

#### Add an Address to a Client

1. Click **Clients** in the top navigation bar.
2. Search for the client using the **Search Clients** form or the quick search icon.
3. Click the **Edit** button next to the client to open their profile.
4. Scroll to the **Addresses** section on the client profile.
5. Click the **Create Address** button.
6. Select the **Address Type** from the dropdown (Home, Work, School, Mail, Hospital, Jail, Parents, or Other).
7. Enter the **Street Address**, including apartment or suite number if applicable.
8. Enter the **City**, **State**, and **ZIP Code**.
9. Click **Save** to store the address.

> **Tip:** If a client has a separate mailing address from their home address, add both using the appropriate address type so your agency always sends mail to the right location.

#### Validate an Address with USPS

1. Navigate to the client's profile and scroll to the **Addresses** section.
2. Locate the address you want to verify.
3. Click the **Validate** button next to the address.
4. The system sends the address to USPS for verification and returns the standardized result.
5. If the address is valid, a green **Verified** badge appears. The address fields update with the USPS-standardized format (corrected spelling, proper ZIP+4, and standardized abbreviations).
6. If the address cannot be verified, a red **Unverified** badge appears. Review the address for errors and try again.

> **Tip:** Run USPS validation after every new address entry or update to catch data entry errors before they cause returned mail.

#### Edit or Remove an Address

1. Navigate to the client's profile and scroll to the **Addresses** section.
2. Click **Edit** next to the address you want to modify.
3. Update the fields as needed (street, city, state, ZIP, or address type).
4. Click **Save** to apply the changes.
5. To remove an address, click **Delete** next to the address and confirm the deletion when prompted.

#### Generate a Postal Mailing

1. Navigate to the client's profile and scroll to the **Addresses** section.
2. Click the **Send Mail** button next to a verified address.
3. Select the **Mail Type** from the dropdown (Postcard or Letter).
4. Select a **Message Template** or enter custom content for the mailing.
5. Preview the generated mailing to verify the content and recipient address.
6. Click **Send** to submit the mailing for processing.

The mailing enters a processing queue and is typically delivered within 3 to 5 business days. You can track the mailing status from the client's profile or the **Messages** section.

#### Enable Client Self-Service Address Updates

1. Go to **Admin** > **Portals** in the top navigation.
2. Click **Edit** next to the portal you want to configure.
3. Scroll to the **Portal Features** section.
4. Enable the **Address Management** toggle.
5. Click **Save** to apply the changes.

Once enabled, clients can sign in to your portal, view their current address, and submit an updated address. Updated addresses from the portal appear with a **Pending Review** status until your staff confirms the change.

### What to Expect

After adding and validating addresses, each address appears in the client's profile with its type, verification status, and the date it was last updated. USPS validation typically completes within a few seconds. Postal mailings enter a processing queue and show a status of **Processing**, **In Transit**, or **Delivered** as they move through the postal system. Address changes submitted by clients through the portal appear immediately with a **Pending Review** badge.

### Best Practices

- **Validate every address at entry.** Running USPS verification immediately catches typos and formatting issues before they cause returned mail.
- **Use address types consistently.** Establish standards for when to use Home versus Mailing versus Temporary to keep address records organized across your caseload.
- **Review pending portal updates promptly.** When clients submit address changes through the portal, review and approve them within 24 hours to keep records current.
- **Keep address history for compliance.** Avoid deleting old addresses when a client moves. Instead, add the new address and update the type so your agency maintains a complete address trail for audits.
- **Preview postal mailings before sending.** Always review the generated letter or postcard to confirm the content, formatting, and recipient address are correct.

### Frequently Asked Questions

**Q: How many addresses can I add per client?**
A: There is no limit to the number of addresses per client. You can add as many addresses as needed, each with a different type (Home, Work, School, Mail, Hospital, Jail, Parents, or Other).

**Q: Does USPS validation cost anything?**
A: USPS address verification is included with your eCourtDate subscription. There is no additional per-address charge for validation.

**Q: What happens if a client submits an invalid address through the portal?**
A: The address is saved with a **Pending Review** status. When your staff reviews it, you can run USPS validation. If the address fails verification, you can contact the client to request a corrected address.

**Q: Can I send postal mail to an unverified address?**
A: Yes, but it is not recommended. Unverified addresses have a higher risk of returned mail. Validate the address first using the **Validate** button to ensure deliverability.

**Q: How long does postal mail take to deliver?**
A: Standard postal mailings typically take 3 to 5 business days for delivery. Processing and printing add approximately 1 business day before the item enters the postal system.

### Troubleshooting

**Issue:** USPS validation returns "Unverified" for an address you believe is correct.
**Symptoms:** A valid address receives a red **Unverified** badge after clicking **Validate**.
**Solution:**

1. Check for typos in the street address, city, or ZIP code.
2. Verify the street number and apartment or suite number are correct.
3. Try entering the address without abbreviations (for example, "Street" instead of "St").
4. If the address is new construction or a rural route, USPS may not have it in their database yet. In this case, you can proceed with the address but note the unverified status.

**Issue:** Postal mailing is stuck in "Processing" status.
**Symptoms:** A mailing submitted more than 2 business days ago still shows a **Processing** status.
**Solution:**

1. Verify the recipient address has a **Verified** badge from USPS validation.
2. Check that the mailing content and template rendered correctly by reviewing the preview.
3. If the status does not update within 3 business days, contact support by clicking the ticket button in the bottom right corner.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Manage Contacts](/how-to-manage-contacts)
- [How to Add Contact Information for a Client](/how-to-add-contact-information-for-a-client)
- [How to Follow Up with Unreachable Clients](/how-to-follow-up-with-unreachable-clients)