Why Am I Seeing a Prompt to Merge Records

You may have noticed when using the Investment Dominator of a prompt informing you to choose yes or no to merge existing records within your land section.

This happens because within your land section you have more than one record with the same information including:

  • Address
  • City
  • State
  • Zip

Let’s break this down further with an example:

Recipient A:
First Name = John
Last Name = Doe
Address = 123 Main Street
City = Phoenix
State = AZ
Zip = 85050
Recipient B:
First Name = Jane
Last Name = Doe
Address = 123 Main St
City = Phoenix
State = AZ
Zip = 85050

Since the address is not an exact match the system will treat it as two different owners but the post office will deliver it.

The second example of this would be this:

Recipient A:
First Name = Jane
Last Name = Doe
Address = 123 Main Ave.
City = Phoenix
State = AZ
Zip = 85050
Recipient B:
First Name = John
Last Name = Doe
Address = 123 Main Ave
City = Phoenix
State = AZ
Zip = 85050

Saying No to the Merge:

When you choose to not merge the records after getting the prompt from the Investment Dominator, you run the chance of sending duplicates in your mailing this is bad for various reasons. One of which includes money wasted on sending out a duplicate mailing to the same person.

Saying Yes to the Merge

You will have the choice to choose each record with duplicates and continue on the process of merging. While this may seem complicated let’s break it down.

You will be presented with a screen showing you

  1. Fields on the lefthand side showing things like (property type, owner, and owner’s zip)
  2. Record A (record id)
  3. Middle column showing you the information you are keeping in the new record after merging
  4. Record B (record id)

Everything entered chosen to be moved onto the merged record will remain in the middle column. Once you are done click on the button right button to continue.

For more information on how to troubleshoot and undo a merge please review this article here:

In the rare scenario where you would want to send a letter to multiple people at the same Address

One thing we want to keep in mind is a situation like this is rare but to get over some of the technicality of this topic we have some methods to help. Here are some ways to address a piece of mail to many people at the same address.

  1. Use the Family name to cover all recipients. The process for addressing an envelope to multiple recipients who belong to the same family is as follows:

    First address Line – “The Family of Mr. and Mrs. John Doe” or
    “The Doe Family”
    This way lets the potential prospect know the mail is intended for everyone belonging to that family.
  2. In order to create a general statement for contacts you could also say as follows:
    “To the Residents of” followed by the line beneath which contains the address.
    Or if the potential prospect is part of a business rather than a residence replace residents with an appropriate title of address like “supervisors”, “owners”, or “employees.

Merging Records with REI PrintMail Integration

You may have noticed when you are getting ready to send a campaign to REI PrintMail of a pop up that alerts you which looks like the following:

Since you will be sending records directly to REI PrintMail for verification one thing you want to note is how records are being processed.

For instance, the Investment Dominator will consider a duplicate record if the mailing address is exactly matching another record. Now this will matter if you notice a couple at the same mailing address. The system will prompt you to select the records for merging before moving forward.

You will also notice that after selecting the records you wish to merge it will then bring up the same merging screen used throughout the Investment Dominator.

Make sure that the data you want to keep is in the middle and you get all needed information transferred over.