Royal Mail Postcode Address File (PAF)
Royal Mail PAF (Postcode Address File) is a database of all known delivery points and postcodes in the UK. The database contains address and geographical information along with additional information such as whether it is a commercial or residential address. As of June 2024, the PAF file contains over 30 million addresses.
While not legally mandatory, using the PAF file is considered best practice within the industry as this database provides valuable insights for any company aiming to improve the accuracy and efficiency of their mail deliveries, improving customer satisfaction and operational efficiency by capturing the latest information for each household so that companies can keep their contact lists accurate.
Introduction
What it is:
The Royal Mail PAF is a comprehensive database which contains all known delivery points and postcodes in the UK. It is a vital tool for companies that need to ensure that they maintain accurate and up-to-date address information, which will enhance their mailing operations and customer communications.
The specific data available within the Royal Mail PAF file typically includes:
Address Information:
- Full postal address
- Postcode
- Thoroughfare name
- Dependent thoroughfare name
- Building name
- Sub-building name
- Number of the building or house
- Organisation name (if applicable)
Geographical Information:
- Post town
- Dependent locality
- Double dependent locality
- County
Additional Data Elements:
- Delivery point suffix (DPS)
- Unique Delivery Point Reference Number (UDPRN)
- Multiple Residence Indicator (indicates if multiple residences share the same address)
- Small User Organisation Indicator (indicates if the address is used by a small business or organisation)
- Postcode type (indicates whether the postcode is live or non-geographic)
- Address type (indicates whether it is a commercial or residential address)
Legal Compliance
Relevant Regulations:
Utilising the PAF file ensures companies comply with data accuracy requirements under regulations such as the General Data Protection Regulation (GDPR).
Compliance Benefits:
By holding accurate address information through the use of PAF, companies can reduce the likelihood of potential issues related to undeliverable mail, making sure they are complying with data accuracy standards and improving their operational credibility.
Benefits for Businesses
Operational Benefits:
PAF improves data accuracy in address data by reducing the likelihood of undeliverable or returned mail and enhancing the effectiveness of mailing operations.
Reputational Benefits:
All businesses should ensure they are using correct address information as this helps to maintain a positive brand image as all mailed communications reach the intended recipients, improving customer satisfaction and loyalty.
Financial Benefits:
Utilising PAF to ensure that all contact lists contain accurate address data reduces the costs associated with undelivered mail and returned items, leading to increased ROI and reduced costs in mailing operations.
Data Collection
Sources of Information:
PAF data is maintained and supplied by Royal Mail and the data is collected from:
- Delivery points identified and managed by Royal Mail
- Regular updates from postal service operations
- Address changes and new addresses as they are created and registered
Data Accuracy and Updates:
The PAF data is updated regularly, typically daily, to ensure that the information available is as up to date as possible. Regular updates ensures that companies have access to the most current address information available.
Application and Usage
Use Cases:
Businesses use the PAF file to validate and standardise address data within their CRM systems, so they have the most current and accurate information for their customers. This is essential to improve the accuracy of direct mail campaigns and enable effective delivery of products and communications.
Implementation:
Companies can integrate PAF data into their address management systems, either through direct database integration or via data cleansing services, to routinely check and update their address lists. This helps maintain the quality and efficiency of business communications and mailing operations.
