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Before you begin to build your e-mail newsletter you need to answer the following
questions:
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What type of information will you be including in your e-newsletter? Common items would include news about your program, success stories, staff changes,
official announcements, volunteer recognition, events (like what you would publicize
in a press release), changes to your website, holidays, parties, and donation
or volunteer opportunities. The key is to design the content with your subscribers
in mind, and send them information that will be of interest to them. | |
How often will you distribute your e-newsletter? Weekly? Monthly? Bi-Monthly? Whatever schedule you choose make sure that you stick to it. By delivering your
e-newsletter in a timely manner you present an official, professional image to
your prospective donors. Monthly will probably work for your program without putting
to much of a burden on staff, but don't promise a monthly edition if you can't
deliver. In that case you may want to make it periodic or occasional. | |
HTML formatted newsletter example
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What type of formatting will you use for your e-newsletter? Plain text, or HTML
formatted? Plain-text is easy to create and you are assured that everyone receiving the
e-newsletter will be able to read it. On the down side it isn't nearly as engaging
as the HTML formatted e-newsletters, which look very much like a web page with
color, formatting and can even include images. A plain-text e-newsletter is probably
the best place to start, and many organizations use both. If you include a text
version and an HTML version most e-mail software programs will be able to view
one or the other. The other key is to test your HTML version on as many e-mail
software programs you can get ahold of. Send it to your office-mates and friends
first to preview it. |
For an HTML version of an e-newsletter, download our e-newsletter template and customize for your own use.
Tips for design:
Many of the e-mail messaging services give you a template or instructions for
designing your own e-newsletter.
Include links back to your website for more information on items that you mention
in your e-newsletter. It can serve as a great way to drive people to your site,
making it an information hub for your volunteers and those that donate to your
program.
Keep it short. Use just a handful of topics, and write a few lines on each, and
include links to your website for more in-depth information.
Use headers and subject lines at the top of your e-newsletter so that subscribers
can easily identify who the e-mail is from. Use footers at the bottom of your
e-newsletter with the date, your contact information and a way to unsubscribe
from the mailing list, with an e-mail alias set up for unsubscribing people. It's
important that it is easy to unsubscribe because you don't want to create ill
will toward your program. You may also want to respond with an acknowledgment
e-mail. You can also add a footer to the bottom of all of your office's outgoing
e-mail telling them about your e-newsletter, and encouraging them to subscribe.
See the footer example below:
___________________________________________
This e-newsletter is a product of the Senior Corps Program
of Anytown, USA. Subscribe for free at http://www.yourwebsite.org.
Unsubscribe by sending a blank e-mail to unsubscribe@yourprogram.org.
Contact us at: (phone number) or (e-mail).
_____________________________________________
E-mail Etiquette
When collecting e-mail addresses on your website for your e-newsletter, state
the use of their e-mail address clearly. Make sure they understand what they are
signing up for, and then make sure you that you follow through with those intentions.
E-mail is a very personal form of communication and you want to make sure you
respect that and not send people things they are not expecting to receive from
you.
Another tip is to make sure to really unsubscribe someone when they choose to
not receive your e-newsletter any longer. You need to keep your mailing list up
to date, and you should make sure to continuously update your mailing list, and
to make sure it is done before your next mailing.
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