Mailchimp Contact List Cleanup & Segmentation

Service Scope

Mailchimp Contact List Cleanup & Segmentation is a fixed-scope service for one business, one Mailchimp account, one existing primary audience, and up to 10,000 stored email contacts.

The service reviews the current audience structure, contact statuses, visible data-quality issues, existing fields, organization tags, engagement history, inactive contacts, cleaned contacts, and potential archive candidates.

It then applies approved bulk corrections, creates a practical segmentation structure, and completes one client-approved bulk archive action when requested.

Protect the Existing Audience

Before approved changes are implemented, we export one available copy of the selected Mailchimp audience.

The export provides a pre-change reference containing the contact and audience information made available by Mailchimp at the time of the project.

This backup does not replace the client’s own data-retention, privacy, security, or business-continuity responsibilities.

Review Contact Statuses

We review the visible email-marketing statuses stored in the selected audience.

These may include:

• Subscribed contacts
• Unsubscribed contacts
• Non-subscribed contacts
• Cleaned contacts
• Archived contacts
• Other statuses visible in the account

Existing unsubscribed or cleaned contacts will not be manually converted back to subscribed status.

The review identifies how different contact categories affect future campaign eligibility, audience organization, and the client’s visible Mailchimp contact count.

Review Billable and Non-Billable Contact Categories

We review the available audience counts and identify contact categories that may affect the client’s Mailchimp billing tier.

Where supported by the available account data, the review distinguishes active marketing contacts from cleaned or archived contacts that Mailchimp does not count toward the standard contact limit.

KizilCo does not guarantee a subscription-price reduction. Mailchimp controls billing rules, plan thresholds, overages, pricing tiers, and the final account charges.

Identify Visible Data-Quality Issues

We review the selected audience for visible field-level and organizational issues.

The review may identify:

• Inconsistent capitalization
• Unnecessary leading or trailing spaces
• Empty or incomplete approved fields
• Inconsistent company or location formatting
• Outdated internal tags
• Unclear field labels
• Conflicting classifications
• Malformed visible data
• Potential duplicate-contact risks
• Unused or confusing organization structures

The service uses available Mailchimp data and approved bulk-edit methods. It does not include manual research into every contact or external verification of individual records.

Review Duplicate-Contact Risks

Mailchimp normally prevents the same email address from appearing more than once inside a single audience, but duplicate individuals can still exist under different email addresses or across multiple audiences.

We review the selected audience for visible duplicate risks based on the information available in Mailchimp.

Manual identity matching, cross-audience consolidation, combining multiple audiences, merging extensive contact histories, and resolving contacts that use different email aliases require separate scope approval.

Normalize Approved Audience Fields

We normalize up to 10 approved audience fields using practical bulk corrections supported by the available data.

These fields may include:

• First name
• Last name
• Company name
• Phone number
• City
• State or region
• Country
• Customer type
• Lead source
• Another approved stored field

Normalization may include correcting consistent formatting patterns, aligning approved values, and preparing clearer field-based segment conditions.

Manual record-by-record rewriting, missing-data recovery, data enrichment, address validation, and external contact research are not included.

Organize Contacts With Tags

We create, rename, consolidate, or apply up to 10 approved cleanup and organization tags.

Tags may identify contacts by:

• Customer type
• Lead status
• Data source
• Location
• Product interest
• Engagement category
• Cleanup status
• Archive-review status
• Re-engagement eligibility
• Another approved internal classification

Existing tags outside the approved scope are preserved unless the client authorizes a specific change.

Build Data-Based Segments

We create saved segments using the reliable fields and classifications available in the audience.

Data-based segments may organize contacts by:

• Contact status
• Customer or lead type
• Location
• Source
• Product interest
• Tag
• Signup information
• Available custom field
• Another approved condition

The usefulness of each segment depends on the quality and completeness of the client’s existing contact data.

Build Engagement Segments

Where sufficient campaign history is available, we create practical engagement-based segments.

These may include:

• Recently engaged subscribers
• Frequently engaged subscribers
• Occasionally engaged subscribers
• Rarely engaged subscribers
• Contacts with no recent opens
• Contacts with no recent clicks
• New subscribers without sufficient history
• Potential re-engagement candidates

We create up to eight total saved data and engagement segments under this service.

Mailchimp’s available conditions, historical data, engagement classifications, and segment limits depend on the account, audience, active plan, and prior campaign activity.

Identify Inactive and Stale Contacts

We identify contacts that appear inactive or stale based on the available Mailchimp engagement history and the client-approved criteria.

A contact may appear inactive because they have not recently opened or clicked an email. A stale contact may have remained in the audience for a long period without receiving recent communication.

These contacts are separated into reviewable segments rather than automatically removed.

KizilCo does not determine whether every inactive contact should be retained, re-engaged, unsubscribed, or archived. The final business decision remains with the client.

Review Cleaned Contacts

We identify contacts Mailchimp has already classified as cleaned.

Cleaned contacts generally represent addresses affected by hard bounces or repeated soft bounces and cannot receive standard Mailchimp marketing emails.

This service does not repair, replace, verify, or reactivate cleaned email addresses. Cleaned contacts may be included in the final cleanup summary or archive recommendations.

Prepare Archive Candidates

We create a clearly identified archive-candidate segment based on the client-approved rules and the information available in Mailchimp.

Archive candidates may include:

• Long-term inactive subscribed contacts
• Approved stale contacts
• Cleaned contacts
• Obsolete internal test contacts
• Clearly outdated approved records
• Other client-approved non-marketing contacts

Archiving removes contacts from the active marketing audience while retaining their available Mailchimp history. It is different from permanently deleting contact data.

Complete One Approved Archive Action

After the client reviews the archive-candidate segment and provides written approval, we complete one approved bulk archive action.

No contacts are archived before approval.

No contacts are permanently deleted under this service. Permanent deletion removes personal information and cannot be reversed, so it requires a separate client-controlled process and is outside this package.

Re-Engagement Recommendations

Where inactive subscribers are identified, we provide practical recommendations for a potential re-engagement campaign before archiving.

The recommendations may cover the audience segment, campaign objective, suggested sequence direction, and the decision point for retaining or archiving non-responsive contacts.

Copywriting, email design, campaign creation, testing, scheduling, sending, and performance monitoring are separate services.

Validate the Updated Audience

After the approved cleanup and segmentation work is completed, we review:

• Visible contact-status counts
• Approved field normalization
• Applied cleanup tags
• Saved data segments
• Saved engagement segments
• Archive-candidate logic
• Completed approved archive action
• Remaining visible data concerns

One standard correction round is included for in-scope configuration errors identified during validation.

Implementation Summary

The client receives a concise implementation summary identifying:

• The audience reviewed
• The number of contacts visible at project start
• The contact statuses reviewed
• The fields normalized
• The tags created or updated
• The segments created
• The archive candidates identified
• The number of contacts archived after approval
• Remaining data limitations
• Recommended next actions

The Mailchimp account, audience, contacts, and associated business data remain owned and controlled by the client.

Client Requirements

Before work begins, the client must provide:

• Administrator access to the Mailchimp account
• One existing primary audience
• An explanation of the existing fields and tags
• Approved formatting and normalization rules
• Definitions for important customer and lead categories
• The desired segmentation criteria
• The preferred inactive-contact review period
• Confirmation of any contacts that must be preserved
• Written approval before bulk archiving
• Timely review of the proposed cleanup structure

Delivery and Revisions

Standard delivery is 5–7 business days after all required access, information, cleanup rules, and approvals are received.

One consolidated correction round is included when submitted within seven days of delivery and remains within the original quantities and approved scope.

A replacement audience, materially different cleanup criteria, additional archive action, additional data source, or expanded contact quantity is treated as a separate service.

Important Scope Boundaries

The following are not included:

• Mailchimp subscription or contact fees
• More than 10,000 contacts
• More than one primary audience
• Combining or migrating multiple audiences
• Contact import from a new file
• Third-party email verification
• Email-address validation or repair
• Data enrichment
• Manual contact research
• Manual record-by-record rewriting
• Recovery of missing contact information
• Advanced duplicate-identity resolution
• More than 10 normalized fields
• More than 10 cleanup or organization tags
• More than eight saved segments
• Permanent contact deletion
• Resubscribing unsubscribed or cleaned contacts
• Consent collection or legal compliance review
• Re-engagement campaign creation
• Email template design
• Campaign creation or management
• Marketing automation
• CRM, e-commerce, API, or application integrations
• Ongoing audience maintenance
• Guaranteed billing reduction, deliverability, engagement, or campaign performance