Monthly List Hygiene Report Template for Agency Clients
One page, one table, one plan. A monthly hygiene report shows the client what was checked, what it found and what happens next. It takes ten minutes if the numbers come from one place. This template is built for that.
Where the numbers come from
On the Agency plan, per-client usage by month lists each client's lists, rows checked, and valid, risky and invalid counts, with a CSV export. Pull that for the client and month, and use per-list client reports for any list the client wants in detail. Client reports carry your agency's name and logo and can be printed or saved as a PDF, exported as a CSV summary or shared as a link that expires in 7 or 30 days.
The template
Copy this into your report tool.
Client: [name] Month: [month] Prepared by: [your agency]
1. Summary
[Two sentences: lists verified, anything the client needs to decide.]
2. Verification this month
| List | Date verified | Rows checked | Valid | Risky | Invalid |
|---|---|---|---|---|---|
| [list] | [date] | [n] | [n] | [n] | [n] |
| Total | [n] | [n] | [n] | [n] |
3. What we sent and held
| Group | Action | Reason |
|---|---|---|
| Valid | Sent | Confirmed addresses |
| Risky: catch-all | Held / sent in small batches | Domain accepts all mail |
| Risky: role | [action] | Reaches a group |
| Invalid | Not sent | Would bounce |
4. Re-verification
Lists verified again this month: [n]. Next re-verification dates: [dates].
5. Campaign results
Taken from your sending tool: [bounces, replies]. Leave blank if you do not have them. Do not estimate.
6. Next month
[Planned lists, risky decisions needed, source changes.]
Tips
- Put decisions first. If the client must approve a risky group, say so in the summary.
- Use their words. "Addresses we confirmed" reads better than "valid".
- Keep the same layout every month so changes stand out.
- Add a note when counts change a lot, with the cause if you know it, and "unknown" if you do not.
What to leave out
Accuracy percentages, inbox placement promises and anything you cannot source from the run or your sending tool.
Related
The reasoning behind each section is in how agencies report list verification to clients, and the proof side is in proving a list was cleaned. If you bill by usage, see billing clients for verification.
Next step
Per-client monthly usage and branded reports come with the Agency plan. See pricing.
Common questions
What should a monthly list hygiene report include?
Lists verified this month, rows checked, the valid, risky and invalid split, what was sent and held back, any re-verifications, and the plan for next month.
Where do I get the numbers?
On the Agency plan, per-client usage by month shows lists, rows checked, and valid, risky and invalid counts, with a CSV export. Per-list client reports carry the detail.
How long should the report be?
One page. Clients read the first table and the next steps, so put the decisions at the top.
Should the report include bounce rates?
Only from your campaign tool's real numbers. Do not estimate. Verification numbers and campaign results come from different sources, so label each.
Check your list before you send
Real mailbox checks over SMTP, and nothing is sent to the address. Sign in with Google and your first 100 email checks are free, no card. Plans for bigger lists are on the pricing page.