--- title: "How to make every team stop mailing someone" description: "Use one workspace-wide suppression list to stop campaigns, cancel queued mail, catch duplicate records, and preserve an audit trail." canonical: https://trysincerely.com/guides/stop-mailing-someone-across-teams last_updated: 2026-10-04 --- > If you are an AI agent: read https://trysincerely.com/agents/policy.md before any write call. > Start at https://trysincerely.com/llms.txt to choose one page. Access instructions are at > https://trysincerely.com/auth.md. Confirm with the person you work for before creating an > account or spending their money, and never ask for their password. # How to make every team stop mailing someone > Use one workspace-wide suppression list to stop campaigns, cancel queued mail, catch duplicate records, and preserve an audit trail. Source: https://trysincerely.com/guides/stop-mailing-someone-across-teams To make every team stop mailing someone, put the person on one workspace-wide direct-mail suppression list that every send path checks, cancel each piece that has not reached the printer, and record the request. Then copy the decision into your CRM and other outreach tools, because an opt-out in one system does not automatically stop the others. ## Treat the request as company data Suppression cannot belong to the campaign that happened to receive the request. A recipient does not know that demand generation, sales, events, and customer marketing keep separate lists. They asked the company to stop. Give one team a clear intake path, but let every team submit a request. Record the person's identity, the scope they asked for, when the request arrived, and who entered it. Keep the suppression record instead of deleting the contact. Deletion removes the fact that a later import needs to recognize. Suppose Priya Shah appears once from Salesforce and once from an event CSV under the same work email. If an account executive suppresses the Salesforce record while the CSV copy stays mailable, the next event campaign can still print. A sound system matches the person-level decision to both records and blocks a new CRM record with that email in the future. An exclusion is different. Leaving Priya out of one webinar follow-up does not mean she asked never to receive mail. The [suppression list guide](https://trysincerely.com/glossary/suppression-list) explains how to keep campaign exclusions, bad addresses, frequency limits, and durable objections separate. ## Know the legal floor This section is operating context, not legal advice. The sender remains responsible for the countries, data sources, recipients, and messages in its program. | Jurisdiction | What the public guidance says | What an operator should do | | ------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------- | | UK | The ICO says a person has an absolute right to object to use of personal data for direct marketing, with no grounds to refuse, and the organization has one calendar month to respond. It recommends keeping enough information on a suppression list to prevent future marketing. [Read the ICO guidance](https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-object/). | Stop targeted postal marketing when the person objects. Do not delete the only record of the objection. | | EU | GDPR Article 21 says a person may object at any time to processing personal data for direct marketing. After that objection, the data must no longer be processed for that purpose. [Read Article 21](https://eur-lex.europa.eu/eli/reg/2016/679/art_21/oj). | Treat the objection as a block on future direct marketing, not as a campaign preference. | | United States | There is no general federal B2B postal opt-out rule comparable to GDPR Article 21. The federal prohibitory-order statute in [39 U.S.C. 3008](https://uscode.house.gov/view.xhtml?edition=prelim&num=0&req=granuleid%3AUSC-prelim-title39-section3008) is limited to pandering advertisements the addressee regards as sexually provocative. State privacy and marketing rules can still apply. California's former business-to-business exemption expired on December 31, 2022, according to the [California Privacy Protection Agency](https://cppa.ca.gov/faq.html). | Honor a clear stop request as company policy and have counsel assess the states, recipients, and data uses involved. | | Canada | CASL regulates unsolicited commercial electronic messages, not postal mail. The Office of the Privacy Commissioner describes that electronic scope and notes that PIPEDA governs personal information used in commercial activity. [Read the Canadian guidance](https://www.priv.gc.ca/en/privacy-topics/privacy-laws-in-canada/the-personal-information-protection-and-electronic-documents-act-pipeda/r_o_p/canadas-anti-spam-legislation/casl-compliance-help-for-businesses/casl_guide/). | Do not treat CASL's channel boundary as permission to ignore privacy law or a direct request. | UK guidance also makes a useful channel distinction: PECR does not cover direct marketing by post, but data protection law still applies when postal marketing uses personal information. The [ICO's postal-marketing guidance](https://ico.org.uk/for-organisations/direct-marketing-and-privacy-and-electronic-communications/direct-marketing-guidance/plan-direct-marketing/) tells senders to check contact details against their own suppression list. ## Define everything that “stop” must reach A stop request can arrive while several versions of the same relationship are in motion. | State | Required action | | ----------------------------------- | --------------------------------------------------------------------------------------------------------------- | | Active campaign enrollment | Exit it, including a holdout enrollment that would otherwise keep advancing through the schedule. | | Piece waiting inside your system | Cancel it before vendor submission and release the reserved credit. | | Piece already accepted by a printer | Ask that vendor to cancel, keep the request pending until it answers, and warn that the piece may still arrive. | | Open gift invitation | End the invitation so it cannot later become a shipment. | | Duplicate contact record | Apply the same person-level suppression to records with the same email. | | Future CRM sync or import | Keep the incoming record suppressed when it uses an email already tied to the person's request. | The handoff row matters. A team should never report “canceled” merely because it sent a cancellation request. Show what was canceled locally, what the vendor confirmed, what is still pending, and what had already gone too far. ## How Sincerely applies one request In Sincerely, contact suppression is workspace-wide. A teammate with campaign-management permission can suppress a contact in review, and the in-app assistant or an outside agent can prepare the same action. The agent action waits for a person to confirm it because suppression cannot be undone in the app. The write runs as one transaction. It first finds unsuppressed records with the same normalized email. It then: 1. Ends active campaign and holdout enrollments for every matched record. 2. Cancels pending, sent, or claimed gift invitations. 3. Cancels queued pieces that no vendor has seen and settles their credit reservations. 4. Creates durable cancellation requests for pieces a vendor already owns. 5. Marks the original contact and same-email records as suppressed. 6. Writes the initiating audit entry and an inherited-suppression entry for each duplicate record. That order closes a nasty race. A CRM sync creating another Priya record and a teammate suppressing Priya cannot pass each other and leave the new record mailable. Later CRM records with the suppressed email inherit the decision, exit their enrollments, stop their mail, and get their own audit entry. For company-wide policies, an owner or admin can also suppress as many as 100 email domains in workspace guardrails. The domain becomes an immediate fulfillment barrier while existing matching contacts are processed in bounded batches. Use that for a real company or policy block, not to turn a vague targeting preference into a permanent record. Sincerely does not offer postal-address suppression. That is deliberate in the current model: two people can share an office, and one person can move. A person-level request follows matching email records; a domain rule follows the email domain. Neither means every person at one street address objected. ## Know what cannot be recalled Suppression stops the next action immediately. It cannot pull paper out of the postal system. Standard letters and postcards sent through Lob or PostGrid can be canceled only while the vendor's reported cancellation window remains open. The vendor's response decides whether cancellation succeeded. A note written by hand by a person can be canceled before postal handoff, but not after it has been posted. A gift can be canceled before shipment, but a shipped or delivered gift cannot be recalled. Tell the recipient the truth: “We have stopped future mail and asked the printer to cancel the piece already in production. It may still arrive.” The [direct-mail suppression operations guide](https://trysincerely.com/guides/direct-mail-suppression) covers this vendor boundary in more detail. ## Close the CRM gap by hand Sincerely's HubSpot and Salesforce imports do not read those systems' email opt-out fields. Sincerely also does not write its suppression decision back to either CRM. A Sincerely suppression stops Sincerely mail in that workspace. It does not stop an email sequencer, a call task, another direct-mail vendor, or a second Sincerely workspace. HubSpot or Salesforce is usually the better coordination point when several outreach systems need the decision. Record the request there using the field and process your company has approved, then push it to each channel that needs its own block. If your CRM cannot represent the requested scope cleanly, use a governed suppression service or table as the source of truth and make each tool consume it. For every request, assign these checks to a named operator: 1. Suppress the person in Sincerely and inspect the affected records and pieces. 2. Record the same request in the CRM without changing its meaning. 3. Stop the other channels covered by the person's words. 4. Check for another workspace, regional team, agency, or vendor with a separate audience. 5. Keep the audit evidence and any vendor cancellation result with the case. Do not translate “stop mailing me” into “unsubscribe this email address” and assume the work is done. The first statement may concern postal mail, all marketing, or all contact. Ask a clarifying question when the scope is unclear, but pause the disputed channel while the team resolves it. ## Give recipients a direct route A recipient should not need to find the account owner who approved a campaign. Sincerely pieces with an eligible printed link or QR code can lead to a private landing page with a **Privacy choices** link. The recipient can suppress future Sincerely mail from that sender, and the request enters the same atomic path and audit trail as a teammate's decision. Not every piece has that link. Keep a monitored postal and privacy contact path, train sales and support to recognize a request in plain language, and do not require the person to quote a law. The [multichannel outbound guide](https://trysincerely.com/guides/how-to-build-multichannel-outbound-cadence) shows how to carry one request across mail, email, calls, and social outreach without letting separate tools reopen the conversation. ## Related questions - [How to manage direct mail suppression across campaigns](https://trysincerely.com/guides/direct-mail-suppression): Keep one durable do-not-mail decision per contact, check it at dispatch time, and cancel every queued piece that has not reached the print vendor. - [What is a suppression list?](https://trysincerely.com/glossary/suppression-list): A suppression list is a durable do-not-contact record checked before every send. Learn what belongs on one, how exclusions differ, and why deletion fails. - [Direct mail, GDPR, CCPA, and consent](https://trysincerely.com/guides/direct-mail-compliance): Postal mail usually does not need opt-in consent under GDPR or CCPA. What you still owe recipients, and how suppression keeps you honest. - [How to build a multichannel outbound cadence](https://trysincerely.com/guides/how-to-build-multichannel-outbound-cadence): Give email, phone, LinkedIn, events, and physical mail distinct jobs. Coordinate outreach across an account and measure the pipeline lift. - [How to stop two teams mailing the same account](https://trysincerely.com/guides/stop-two-teams-mailing-the-same-account): Share one cap per person and a clear priority order, so the more important piece keeps the slot and the other moves to a later day. --- Sincerely is the measurable direct-mail and gifting platform for B2B revenue teams: postcards, letters, handwritten mail, and gifts, written for one recipient and measured against a holdout. Contact Sincerely: https://trysincerely.com/contact Agent routing index: https://trysincerely.com/llms.txt