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Address Labels & Mail Merge Template

For Missouri Legislative Outreach

Last verified: April 2026 Template variable syntax: {{variable_name}} — compatible with Word mail merge, Google Sheets, and Avery label software

LABEL FORMAT: AVERY 5160 (30 per sheet)

Standard label dimensions: 1" x 2-5/8" (25.4mm x 66.7mm)

Recipient label format

The Honorable {{first_name}} {{last_name}}
Missouri {{chamber}}
201 W. Capitol Ave., Rm. {{room_number}}
Jefferson City, MO 65101

Return label format (Doug Devitre / CoTrackPro)

Doug Devitre
CoTrackPro
{{return_street_address}}
Swansea, IL 62226

MAIL MERGE CSV SCHEMA

For Senate targets

title,first_name,last_name,full_salutation,chamber,room,address_line_1,address_line_2,city,state,zip,phone,email,district,committee_hook
"Sen.","Cindy","O'Laughlin","Senator O'Laughlin","Missouri State Senate","[Room]","201 W. Capitol Ave.","Rm. [Room]","Jefferson City","MO","65101","","cindy.olaughlin@senate.mo.gov","18","As President Pro Tem you oversee committee appointments that shape family policy"

Full CSV header

title,first_name,last_name,full_salutation,chamber,room,address_line_1,address_line_2,city,state,zip,phone,email,district,committee_hook

Field descriptions

Field Description Example
title Abbreviated title Sen. / Rep.
first_name First name Cindy
last_name Last name O'Laughlin
full_salutation How to address in letter body Senator O'Laughlin
chamber Full chamber name Missouri State Senate
room Capitol office room number 320
address_line_1 Street address 201 W. Capitol Ave.
address_line_2 Room line Rm. 320
city City Jefferson City
state State MO
zip Zip code 65101
phone Capitol phone (573) 751-XXXX
email Official email firstname.lastname@senate.mo.gov
district District number 18
committee_hook Personalization sentence for mail merge As chair of...

ENVELOPE FORMAT (No. 10 Business Envelope)

Sender (upper left)

Doug Devitre
CoTrackPro
{{return_street_address}}
Swansea, IL 62226

Recipient (center)

The Honorable {{first_name}} {{last_name}}
Missouri {{chamber}}
201 W. Capitol Ave., Rm. {{room_number}}
Jefferson City, MO 65101

WORD MAIL MERGE INSTRUCTIONS

  1. Create the CSV: Use the schema above, one row per legislator
  2. Open Word: Create a new document or use a label template
  3. Mailings tab → Start Mail Merge → Labels → Select Avery 5160
  4. Select Recipients → Use an Existing List → Select your CSV file
  5. Insert Merge Fields: 
    The Honorable {{first_name}} {{last_name}}
{{chamber}}
{{address_line_1}}, {{address_line_2}}
{{city}}, {{state}} {{zip}}
  6. Preview Results → verify formatting
  7. Finish & Merge → Print Documents

GOOGLE SHEETS + AVERY LABEL WORKFLOW

  1. Upload CSV to Google Sheets
  2. Install the "Avery Label Merge" add-on (or "Labelmaker")
  3. Select the Avery 5160 template
  4. Map fields to the label layout
  5. Generate and print

BATCH GENERATION COMMANDS

When user requests labels, generate one of these outputs:

Option 1: All 34 Senators

Generate a CSV with all 34 senators from references/mo-legislators.md

Option 2: All 163 Representatives

Generate a CSV with all representatives — requires fetching from https://house.mo.gov/MemberRoster.aspx

Option 3: Priority committee members only

Filter to members of Tier 1 and Tier 2 committees from references/mo-committees.md

Option 4: Custom selection

User provides a list of names or districts

Option 5: Pipeline-based

Generate labels only for legislators at specific pipeline stages (e.g., Stage 0-1 for initial outreach)

NOTES ON ADDRESSING LEGISLATORS

  • Always use "The Honorable" on the envelope/label — this is standard protocol
  • In the letter salutation, use "Dear Senator [Last Name]:" or "Dear Representative [Last Name]:"
  • Never use first names in formal correspondence
  • If a senator holds the title "President Pro Tem" or a representative is "Speaker," you may add it: "The Honorable Cindy O'Laughlin, President Pro Tem"
  • For committee chairs: "The Honorable [Name], Chair, [Committee Name]" is acceptable on the envelope but not required