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Address Validation FAQs
This is your go-to reference to understanding Address Validation with the most common questions answered for you. What it is, how it works and what action to take on your Address Validation Status. If you are new to Address Validation, start with [Understanding Your Address Validation Status] for a full overview.
About Address Validation
| What is Address Validation? | Address Validation is a GovDocs Postings Dashboard feature that validates against your location addresses against USPS and Canada Post postal data and displays the results directly in your Locations tab. Every location in your account shows a clear validation status, giving your team visibility into your address data that you have never had before. |
| Why does address data matter? | For many organizations, location address data lives across multiple systems, HRIS platforms, payroll systems, facilities tools, and internal spreadsheets. Over time, small inconsistencies accumulate: a suite number missing here, an outdated street name there. These discrepancies often go unnoticed because there has never been a centralized, postal-verified view of address quality across all locations. |
| Does Address Validation apply to Canadian locations? | Yes. Canadian addresses are validated against Canada Post records in addition to USPS data. |
| I have never seen this before. Is it new? | Address Validation was introduced to the Locations tab entering 2026. |
Using Address Validation in The Postings Dashboard
| Where do I find my Address Validation Status? | On your Locations tab. A Status column displays the current validation status for every location in your account. |
| How do I filter my locations by status? | Use the Status filter on your Locations tab to view locations by Address Validated, Address Error, or User Reviewed. This allows you quickly find and prioritize specific locations without scrolling through your full list. |
| What happens when I click on an Address Error status? | Clicking an Address Error opens a pop up showing the specific error found for that location and two action options: Edit Address or Mark User Reviewed. |
| What happens when I select Edit Address? | An edit pop up opens with your location's address fields. Any field that could not be validated is highlighted in red with an error message to guide your correction. You can update the field and save, or check a box to proceed without correcting, though saving without correcting may result in delivery and/or reshipment costs may be incurred. |
| What happens when I select Mark User Reviewed? | The location status changes to User Reviewed, indicating that you have reviewed the address and chosen to keep it as entered. The address remains invalid and GovDocs still considers it to be in error. |
| Will my status update after I correct an address? | Yes. Once an updated address is saved it is revalidated automatically and the status will refresh to reflect the new information. |
| Can I export my location list with status information? | Yes. Use the CSVs button on your Locations tab to export your location data, including status. We recommend doing this regularly to ensure address data is updated often. |
| The Save button is greyed out, why? | You just haven't changed anything in the pop-up address box yet. Edit the attention to or any address field and the Save button will come alive! |
Understanding the Three Statuses
| What does Address Validated mean? | The address on file has been validated against USPS or Canada Post postal data. No action is needed for this location. |
| What does Address Error mean? | USPS or Canada Post was unable to validate this address against postal data. Each Address Error includes a specific error message identifying what could not be validated, such as an invalid primary number, a missing suite, or an unrecognized street name. We recommend reviewing these locations and correcting the address where possible. |
| What does User Reviewed mean? | A member of your team has reviewed this address and chosen to keep it as entered rather than correcting it. This status is set manually, it is never assigned automatically by the system. User Reviewed addresses remain invalid which could result in delayed shipments and additional reshipment costs. |
| My address has always worked. Why is it showing an Address Error? | Address Error means USPS could not validate the address against their postal data, it does not necessarily mean the address is wrong. Addresses entered through imports, spreadsheets, or manual entry can sometimes contain small inconsistencies that USPS cannot verify, even if they have worked internally. We recommend reviewing the specific error message for that location, as it will identify exactly what USPS could not confirm. |
Taking Action on Your Addresses
| Do I need to fix every Address Error right away? | There is no required deadline to resolve Address Errors. We recommend starting with your highest-priority locations, such as sites with upcoming shipments or recently added locations, and working through the rest at a pace that works for your team. |
| I have a large number of Address Errors. Where do I start? | Use the Status filter to isolate your Address Error locations and work through them systematically. Start with locations you know are active and high-priority. Each error includes a specific message to guide your correction, so you will not need to guess what needs to be updated. |
| What if I review an Address Error and the address looks correct to me? | If you have reviewed the address and are confident it is accurate as entered, you can select Mark User Reviewed or check the box to proceed without correcting when editing. Keep in mind that this address is still considered to be in error, and saving without correcting may result in delivery and/or reshipment costs may be incurred. |
| My location is in a new building or non-standard address. Will it validate? | New construction, private campuses, and unique access points may not yet appear in USPS postal data. In these cases, you can use Mark User Reviewed to acknowledge the address and move forward, with the understanding that it will remain flagged as invalid. |
| Can I go back and correct a User Reviewed address later? | Yes. At any point you can edit the location, correct the flagged fields, and save. The status will update to Address Validated once the address is validated against postal data. |
| "Suite number is missing".... still. Why? |
This one comes up a lot, you know there isn't a suite number. GovDocs Address Validation may have a record suggesting a suite number exists for an address, even if your location has never used one. Your first step is to double check with your internal teams, facility managers, or the building management, since sometimes one exists. You can also reach out to the local post office, this is a great step for new office buildings. 🛑You might be tempted to check USPS.com to see if the address looks right there, and that's totally understandable! Just know that is a place to check ZIP codes and address formatting, not a full validation resource. 🔵 If you've checked and there truly is no suite number: Mark the address as User Reviewed and save. That's exactly what that status is there for. |
| What am i acknowledging in the "By Checking this Box"? |
Sometimes you'll open a record to make a simple update, like changing the Attention field, and notice an address validation error on the same record. That's the platform doing its job! It surfaces any open address errors whenever a record is edited, so nothing slips through. When this happens, you'll see the confirmation checkbox below the address fields. Think of it as a quick two-for-one: acknowledge the address error and save your non-address update all in one step. By checking the box you're confirming you didn't edit the address and your other changes are saved. You can resolve the address error on another visit.
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| I've made edits, why is it still an error? | After saving an address edit, Address Validation was re-run and the address is still in an error state with USPS standards. If you have covered all bases to ensure this address is correct and you are receiving posters at this location, go ahead and check it as User Reviewed. User Reviewed is an internal flag to acknowledge it is in a error state, but you've validated it is accurate based on your internal research. |
| I used the USPS website to check my address and it's still showing an error |
Totally understandable first instinct! USPS.com is actually a standardization tool, it helps format addresses correctly (think ZIP codes, abbreviations, and street formatting) but it isn't a full validation resource. So, if something is flagging as an error, USPS.com may not have the answer. Instead, your best next steps are to check with your internal teams or facility manager to confirm the address details, next work with your local post office to see if they can help, then mark it as User Reviewed if everything looks right on your end. |
