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Required fields and formats for contact records

A field-by-field standard for contact records: what's required, what format it takes and a check you can run on any list.

Template · 1 min read · Updated

Use this as a standard for every contact list that enters your CRM or sending tool. Agree on it once, and imports stop breaking.

It also happens to be the shape bulk enrichment needs, so any file that follows it is ready to be completed.

The standard

FieldRequired?FormatExample
First nameYesText, no title or nicknameMaya
Last nameYesText, no suffixOrtiz
Job titleRecommendedPlain textHead of Operations
Work emailYes, to sendLowercase, one addressmaya@fernway.example
PhoneOptionalInternational format with country code+44 20 7946 0000
LinkedIn URLRecommendedProfile address, no tracking tagslinkedin.com/in/mayaortiz
CompanyYesLegal or trading nameFernway
Company websiteYesDomain onlyfernway.example
CountryRecommendedFull name or ISO code. Pick oneUnited Kingdom
SourceYesWhere this record came fromEvent, 2026-09
Date addedYesYYYY-MM-DD2026-10-06

Tip: Source and date added cost nothing to record and answer most later questions about a list: where did this come from, and how old is it?

A check you can run on any list

Quick list audit

Rows with first and last name: ___ / ___ Rows with a company website: ___ / ___ Rows with a LinkedIn URL: ___ / ___ Rows with a work email: ___ / ___ Rows with a source and date: ___ / ___ Duplicate rows found: ___ Phone numbers without a country code: ___

Fixing gaps

  • Missing emails or phones. Run the file through bulk enrichment. Only newly found contacts use credits.
  • Missing website. Add it before uploading. It is needed for matching by name.
  • Duplicates. Remove them first.

What to do next

Sending the list? Use the send-ready column layout for the version your sending tool needs.

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