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Free guide for Salesforce admins

How much bad contact data is in your Salesforce org?

Six reports, fifteen minutes, one number. This free audit shows where the bounced emails, unmailable addresses and dead phone numbers are hiding in your org, and how to fix them without an IT project.

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Contact data auditSample org · 18,240 contacts
Emails that already bounced
412 contacts
Not checked
Placeholder and mistyped emails
137 contacts
Not checked
Records with no street, city or ZIP
1,906 contacts
Not checked
ZIP codes missing a leading zero
88 contacts
Not checked
Placeholder phone numbers
264 contacts
Not checked
Records to fixChecking…

Sample org, not customer data.

  • Built for Lightning reports. Reports only read data, so it's safe to run in production.
  • About two or three minutes per check. Start with the ones you care about most.
  • Write each record count in the scorecard as you go. It adds them up for you.

Six reports, fifteen minutes.

Each check is one standard report. Build it, note the record count, and move on. The field names are Salesforce's own; custom fields in your org may add more places to look.

Email· 2 min

Check 1: Emails that already bounced

These are addresses Salesforce already knows are bad: an email it sent came back. Yahoo asks senders to remove invalid recipients promptly, and HubSpot can suspend sending when hard bounces reach 5%. Every one left on a list counts against your next send.

Build the report

Report type
Contacts & Accounts

Filters

  1. 1Email Bounced Reasonnot equal to(leave blank)
Columns
Contact ID, Email, Email Bounced Reason, Email Bounced Date

This only counts bounces from email sent through Salesforce with bounce management turned on (Setup → Deliverability). If you send from Marketing Cloud, Account Engagement, HubSpot or Mailchimp, take the bounce count from that tool instead.

Or count it in the Developer Console
SELECT COUNT() FROM Contact WHERE IsEmailBounced = true
Email· 3 min

Check 2: Placeholder and mistyped emails

Required fields collect stand-ins like noemail@ and test@, and fast typing produces gmial.com. None of them reach the person. Salesforce's Email field blocks most broken formats, so what slips through looks fine at a glance.

Build the report

Report type
Contacts & Accounts

Filters

  1. 1Emailcontainsgmial.com, gmai.com, gamil.com, yaho.com, yahooo.com, hotmial.com, hotmal.com, outlok.com, .con
  2. 2Emailcontainsnoemail, no-email, none@, test@, example.com, asdf, donotemail
Filter logic
1 OR 2
Columns
Contact ID, Email, Created Date, Created By

Comma-separated values in one filter count as OR. Add the stand-ins your team uses. Scan the results before you count them: ".con" can also match a real domain such as .consulting.

Address· 2 min

Check 3: Records you can't mail

No street, city or ZIP means no appeal letter, no receipt and no package. These records also can't be CASS-coded, and USPS requires CASS-coded addresses for automation prices.

Build the report

Report type
Contacts & Accounts

Filters

  1. 1Mailing Streetequals(leave blank)
  2. 2Mailing Cityequals(leave blank)
  3. 3Mailing Zip/Postal Codeequals(leave blank)
Filter logic
1 OR 2 OR 3
Columns
Contact ID, Mailing Street, Mailing City, Mailing State/Province, Mailing Zip/Postal Code, Mailing Country

In NPSP, the household address syncs to each contact's Mailing Address, so this report covers it. On Person Accounts, use the person account's mailing fields. If you have contacts outside the US, exclude them with a Mailing Country filter.

Address· 2 min

Check 4: ZIP codes that lost their leading zero

Spreadsheets treat ZIP codes as numbers, so 02134 becomes 2134 on the way in. Every ZIP in New England, New Jersey and Puerto Rico starts with a zero, and the record looks complete until the mail comes back.

Build the report

Report type
Contacts & Accounts

Filters

  1. 1Mailing State/ProvinceequalsMA, RI, NH, ME, VT, CT, NJ, PR
  2. 2Mailing Zip/Postal Codenot equal to(leave blank)
  3. 3Mailing Zip/Postal Codestarts with0
Filter logic
1 AND 2 AND NOT 3
Columns
Contact ID, Mailing State/Province, Mailing Zip/Postal Code

If your org stores full state names, add them to filter 1 (Massachusetts, New Jersey…). While you're here, remove the filters and group the report by Mailing State/Province: a tidy US org has a little over 50 groups. Fla., florida and FL. showing up as separate groups is a sign of free-text entry.

Phone· 2 min

Check 5: Phone numbers that can't ring

Placeholders like 000-0000 and 123-4567 fill required fields and never connect. Real numbers go stale too: the FCC estimates about 35 million US numbers are disconnected and made available for reassignment every year.

Build the report

Report type
Contacts & Accounts

Filters

  1. 1Phonecontains000-0000, 123-4567, 111-1111, 999-9999, 555-01
  2. 2Mobilecontains000-0000, 123-4567, 111-1111, 999-9999, 555-01
Filter logic
1 OR 2
Columns
Contact ID, Phone, Mobile

Formats vary (305-555-0142, (305) 555-0142, 3055550142), so add the variants your data uses. For a second count, find contacts with no number at all: Phone equals (leave blank) AND Mobile equals (leave blank). A report can't tell you whether a number is valid or what kind of line it is. That takes validation.

All three· 3 min

Check 6: Records nobody has touched in two years

People move and change jobs. 11.8% of Americans moved in 2024, USPS processed 71,130 address changes a day in 2025, and the median worker has been in their job for 4.1 years. The older the record, the more likely its address, email or phone has changed.

Build the report

Report type
Contacts & Accounts

Filters

  1. 1Last Activityless thana date two years ago
  2. 2Last Activityequals(leave blank)
  3. 3Last Modified Dateless thanthe same date
  4. 4Email Opt OutequalsFalse
Filter logic
(1 OR 2) AND 3 AND 4
Columns
Contact ID, Email, Mailing Street, Phone, Last Activity, Last Modified Date

If your team doesn't log activities, use Last Modified Date on its own. Nonprofits on NPSP can use Last Gift Date instead. Retailers can use the last order date from their storefront connector.

One more check for your sector.

The records that cost you most when they're wrong. Pick the one that fits your organization.

Address· 3 minNonprofits

Check 7: This year's donors you can't send a receipt to

Donors need a written acknowledgment from you for any single gift of $250 or more before they can claim the deduction. If the address is blank or the email bounced, the receipt doesn't arrive, and neither does next year's appeal.

Build the report

Report type
Contacts & Accounts (NPSP)

Filters

  1. 1Total Gifts This Yeargreater than0
  2. 2Mailing Streetequals(leave blank)
  3. 3Mailing Zip/Postal Codeequals(leave blank)
  4. 4Email Bounced Reasonnot equal to(leave blank)
Filter logic
1 AND (2 OR 3 OR 4)
Columns
Contact ID, Total Gifts This Year, Mailing Street, Mailing Zip/Postal Code, Email, Email Bounced Reason

Field names here are NPSP's. On Nonprofit Cloud, start from this year's Gift Transactions and add the donor's mailing address and email.

Address· 3 minRetail & e-commerce

Check 7: Recent orders with an incomplete ship-to

Carriers fix incomplete addresses for a fee: $25.50 per address correction at FedEx and $25.25 at UPS, rising to $27 at FedEx on January 4, 2027. Peak-season demand surcharges come on top.

Build the report

Report type
Orders (or the object your storefront connector uses for orders)

Filters

  1. 1Order Start DateequalsLAST 90 DAYS
  2. 2Shipping Streetequals(leave blank)
  3. 3Shipping Zip/Postal Codeequals(leave blank)
Filter logic
1 AND (2 OR 3)
Columns
Order Number, Account Name, Shipping Street, Shipping City, Shipping Zip/Postal Code

Blank fields are the easy catch. A street with no apartment or suite number looks complete in a report. Finding those takes validation.

Your number.

Add up the counts and you have the share of your org that can't be mailed, emailed or called as it stands. It's usually bigger than people expect, and it's the number to take to whoever owns the next campaign.

Your audit scorecardStays in your browser
Records to fix0

One contact can fail more than one check, so treat this as the upper end.

Find out which of them are fixable. Your first 100 checks are free.

What a report can't tell you.

Reports find blanks and the patterns you thought to search for. Whether an address, mailbox or phone number actually works takes validation.

  • Address

    A report shows

    Whether the street, city and ZIP are filled in.

    Validation adds

    A result code that says whether the address is valid as entered, was corrected, or is missing something such as a street number or unit. US addresses are processed with USPS CASS Certified software.

  • Email

    A report shows

    Bounces from email Salesforce sent, and typos you thought to search for.

    Validation adds

    A live mailbox check (no message is sent), disposable, role-based and spam-trap flags, and a Low, Medium or High risk score.

  • Phone

    A report shows

    Blanks and the placeholders you thought to search for.

    Validation adds

    Whether the number is valid, its line type (mobile or landline), carrier, and whether it was ported.

Fix what you found in three steps.

No package to install and no IT project. You need a report export and the Data Import Wizard, which you already have.

  1. 01

    Export the report

    Open the report, click Export, and choose Details Only with Comma Delimited .csv. Keep the Contact ID column so you can match records on the way back in.

  2. 02

    Validate the file

    Upload the CSV in the DQVerify dashboard and map the address, email or phone columns. You get the file back with a result code on every row. Download it during your session: batch results are deleted afterwards.

  3. 03

    Bring the results back

    Add a field such as Email Status, then update records with the Data Import Wizard (up to 50,000 records, matched on Salesforce ID) or Data Loader for bigger files. Writing results to their own field, instead of overwriting the original, lets you filter sends and review changes. Export a backup first.

100 free credits for 14 days, no credit card, business email required. One credit checks one module on one record.

Sources

Figures checked October 2026. Salesforce is a trademark of Salesforce, Inc. DQE, our parent company, is a Salesforce ISV Partner. DQVerify is a service of DQE LLC.

Before you run it

What Salesforce admins ask before they validate a file.

More answers in the full FAQ, or email sales@dqverify.com.

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