# Tips for managing empty email address records?

**URL:** <https://community.hubspot.com/t/tips-for-managing-empty-email-address-records/144167>\
**Category:** CRM\
**Tags:** crm\
**Created:** [December 17, 2025, 12:02pm UTC](https://community.hubspot.com/t/tips-for-managing-empty-email-address-records/144167 "2025-12-17T12:02:00Z")\
**Posts on this page:** 2\
**Page:** 1

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**Author:** ![EloiseFrancis](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/eloisefrancis/32/17121_2.png) [@EloiseFrancis](https://community.hubspot.com/u/EloiseFrancis)\
**Post date:** [December 17, 2025, 12:02pm UTC](https://community.hubspot.com/t/tips-for-managing-empty-email-address-records/144167/1 "2025-12-17T12:02:00Z")

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Looking for any advice or tips! **We have an ongoing problem with contact records being imported with no email addresses.** I’ve tried addressing this with our marketing teams but the problem continues…

So I’m looking for some workarounds!

- **Is there any way to prevent importing records if the email address is blank?**
- If I edit the ‘email’ contact property to have a minimum number of characters, would this help the problem?
- We have thousands of duplicate contacts where one record with an email addresses matches a record with no email address - are there any quick wins to clean/merge these en masse (so that I don’t have to go record-by-record in Data Quality!)?

Any other tips would be great, any ideas for managing contacts without email addresses, would be hugely appreciated!

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**Author:** ![karstenkoehler](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/karstenkoehler/32/68554_2.png) [@karstenkoehler](https://community.hubspot.com/u/karstenkoehler)\
**Post date:** [December 17, 2025, 12:08pm UTC](https://community.hubspot.com/t/tips-for-managing-empty-email-address-records/144167/2 "2025-12-17T12:08:36Z")

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Hi @EloiseFrancis,

Happy to help here.

> * * *
> 
> @EloiseFrancis wrote:
> 
> Is there any way to prevent importing records if the email address is blank?
> 
> * * *

Aside from taking away import permissions from these users and centralizing the import process (this is what I typically do as HubSpot admin for my customers), no, unfortunately. There are no settings to make email required upon import.

> * * *
> 
> @EloiseFrancis wrote:  
> If I edit the ‘email’ contact property to have a minimum number of characters, would this help the problem?
> 
> * * *

No, field validation is only evaluated when editing a field value in the CRM directly, not upon import, via API or integrations.

> * * *
> 
> @EloiseFrancis wrote:  
> We have thousands of duplicate contacts where one record with an email addresses matches a record with no email address - are there any quick wins to clean/merge these en masse (so that I don’t have to go record-by-record in Data Quality!)?
> 
> * * *

Deduplicating by name is risky (just consider common names in certain countries), but in general is best done with, in my opinion, [Koalify](https://api.koalify.io/hubspot/install?utm_source=partner&utm_campaign=2282929). Detailed documentation can be found [here](https://koalify.io/knowledge-base/how-to-bulk-merge-hubspot-duplicates-using-koalify-workflow-actions). Disclaimer: This is a referral link which makes me eligible to receive commission, should you choose to purchase a paid subscription.

Koalify allows you to define custom deduplication rules and deduplicate in bulk.

Let me know if you have any follow-up questions!