đź“‹ How to Export a Tagged Contact List from Follow Up Boss (Step-by-Step Guide)

If you use Follow Up Boss (FUB) to manage your real estate database, you can easily segment and export contacts for your upcoming holiday card or client-appreciation mailers. This guide walks you through how to build a Smart List, export your contacts, and prepare your CSV for printing or card-sending services.

Before we delve into the 'how,' a critical question arises:

Is your database truly prepared? This means more than just having contacts; it requires proper tagging and segmentation so you can effortlessly identify specific groups. Furthermore, are your contact records complete with essential details like addresses and phone numbers? If your database falls short, our expert team at The Option Leverage is ready to provide a comprehensive database analysis.

But if your database is already meticulously clean, tagged, and segmented, then you're perfectly positioned to generate your holiday card list. Here are the steps to proceed.

Step 1: Create a Smart List

A Smart List is the simplest way to filter and organize contacts by tag or address details.

  1. Log in to your Follow Up Boss account and go to the People screen.
  2. Click Add Filter on the right side of the filter bar.
  3. Set your criteria:
    1. Choose Tags → Includes Any, then type and select your designated tag (e.g., 2025 Holiday Card).
    2. (Optional but recommended) Add another filter for Has Mailing Address to exclude incomplete records.Click 
  4. Save List and name it clearly — for example, “2025 Holiday Card List.”

💡 Pro Tip: Build this list early in November so your admin or VA can start verifying addresses and prepping exports before mailing deadlines.  Or maybe you are inviting them to an event like a Toy Drive.  

Step 2: Export Your Smart List

Once your Smart List is saved and visible:

  1. Click the checkbox at the top to select all contacts on the page.
  2. If your list spans multiple pages, look for the blue bar prompt and click “Select all X people in this list.”
  3. Click the Export icon (the box with an arrow pointing out).
  4. Follow Up Boss will generate a CSV and email you a download link.

You now have a clean, formatted file that can feed directly into your mail-merge labels or card-sending platform.

🖨️ Using Your Exported CSV File

Once your list arrives via email, decide how you want to send those cards:

Option A: Print Your Own Labels

If you prefer to hand-sign or include gifts with your cards:

  1. Open Microsoft Word or Google Docs.
  2. Use the Mail Merge feature.
  3. Select your exported CSV as the data source.
  4. Map columns like First Name, Street Address, and City to the label fields.
  5. Load label sheets (e.g., Avery 5160) and print.

This approach is great for small or high-touch batches where personalization matters.

Option B: Use a Card-Sending Service

  1. Platforms like Postable, Minted, or Shutterfly make mass mailing easy:Log in to your chosen service.
  2. Go to the Address Book or Contacts section.
  3. Select Import Contacts and upload your CSV.
  4. Follow the prompts to map data correctly.
  5. Once uploaded, you can select those recipients for your next card campaign.

Most services even store your list for future events — saving setup time next year.

🧹 After the Holidays: Update Your CRM

Returned mail is a goldmine of data! Keep your system clean and your outreach effective.

  1. Collect Returned Mail — Set aside a bin or digital folder for anything undeliverable.
  2. Investigate and Correct Addresses — Call, text, or email clients to confirm new info.
  3. Update Records Immediately — Replace old addresses and remove any invalid entries.

Keeping your CRM up-to-date ensures every future client touch lands exactly where it should.
 In a shifting market, high-touch gestures like holiday cards help build loyalty — but only if your database is clean.

✨ Next Step: Get the Holiday Card Prep Template

Once your CSV is ready, streamline the rest of your process with our Holiday Card Prep & Checklist Template — it includes:

  • Editable spreadsheet for tracking sent/received cards
  • Pre-made FUB tag suggestions
  • Printable task checklist
  • Mail-merge ready columns
  • Bonus: Message & Signature ideas for agents

Keep your holiday marketing smooth, professional, and stress-free this season with The Option Virtual assistants. 

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