CSV and TXT List Import Errors | How to Fix File Structure Issues
Understand why separator or technical compliance errors happen and learn how to fix your file quickly
Priscila G.
Last Update 3 days ago
• "Unable to locate the separator"
• "File is not technically compliant"
• "Error processing CSV"
Don't worry. In most cases, the problem is not with the platform or the file encoding.
What usually happens is something very simple: some lines in the file have a different structure from the rest of the list. In this guide, you will understand exactly what causes these errors and how to fix them quickly.
📄 Formats accepted by SafetyMails
• CSV (.csv)
• TXT (.txt)
In order for the system to process the file correctly, it must:
• Have a column containing the email addresses
• Maintain the same number of columns in all rows
• Use a single type of separator (comma or semicolon)
Correct file structure
1. A header (optional, but recommended)
2. Consistently organized columns
3. Emails isolated in a single column
Correct example
• The header has two columns
• All rows also have two columns
• The structure is consistent
Result: the import proceeds normally.
🚨 The most common error: row with more columns than the header
Incorrect example
• The header has two columns.
• The last row has three columns.
The system attempts to interpret the file pattern based on the header.
When it encounters a row with more fields, it is unable to correctly identify the structure.
This generates an error.
Visual comparison: correct file vs. file with error
| Situation | Estrutura | Resultado |
|---|---|---|
| ✅ Correct | 2 columns in the header and 2 in all rows | Normal import |
| ❌ Extra column in a row | Line with 3 columns | Compliance error |
| ❌ Mixed separator | Header with “,” and lines with “;” | Separator error |
| ❌ Email mixed with data | Email + address in the same cell | Inconsistent structure |
Error: "The separator could not be found."
• There is a mixture of separators (commas and semicolons)
• Some lines have extra columns
• The file was exported with a different regional separator
Important:
In most cases, this is not an encoding problem.
It's a structural problem.
Error: “File does not comply with technical requirements”
• The number of columns is inconsistent
• There is a row with an additional field
• The email is not isolated in a single column
• The file was exported incorrectly from Excel or Sheets
📊 How to export correctly from Excel
- Verify that there is only one column with emails (or columns organized correctly).
2. Remove empty columns.
3. Click File → Save As.
4. Select the CSV format.
5. Open the file in Notepad to check that all rows have the same number of columns
Important tip:
Avoid merged cells or line breaks within a cell.
☁️ How to export correctly from Google Sheets
• Download
• Select “Comma Separated Values (.csv)”
• Open the file in Notepad
• Confirm that there are no lines with extra columns
📥 Recommended standard CSV template
If you want to avoid any structural risks, use the simplest format possible. SafetyMails has prepared a step-by-step tutorial (with explanatory video) on how to prepare a CSV file correctly. Below are some examples of simplified templates of correctly configured files:
Recommendation:
✅ Checklist before importing again
• All rows have the same number of columns
• There are no rows with extra fields
• Only one type of separator is being used
• The email is isolated in a single column
• There are no merged cells
If the error persists after these checks, our technical team can assist you during business hours.