A Detailed Guide to Help You Through the Process of Creating an Email Newsletter

Created by: Version 8/1/12

Email Newsletter Tutorial

1. You will create the newsletter within the program designated by client. . * Many programs used have instructions listed under the heading Programs Used and Instructions on the Email Marketing wiki http://lifebushido.wikispaces.com/Email+Marketing

2. Usually one general real estate article that is relevant to the agent's area, one article on general tips for homeowners, one featured listing, list of upcoming events, local market information etc. are included in the newsletter. You can find the content by Googling the general area that the client works in, by visiting their websites, blogs, or Facebook pages, or using any links to stats for the market that they provide. On occasion, client may send you things they want you to use as well. Follow the client’s marketing plan for direction

3. Make sure that [email protected] is listed in the contacts that will receive the newsletter.

4. Make sure you save 2 copies of the newsletter; named MASTER COPY and EDIT COPY . The editor will use the Editing Copy for editing. The Master Copy is to use as a backup in the case of mistakes in format, etc.

5. For First Time Email Marketing Clients: All data files MUST BEAPPROVED BY STEVE PRIOR to sending any emailing for first-time Email Marketing clients. **Turnaround time for Database Team is 24-48 hrs.

6. The MA will first ask client what groups or kinds of contacts and from which database(s) they want the email newsletter to be sent to.

7. Next the MA will email DB Asst, Cc Steve, and ask the Database Assistant assigned to the client to pull the correct contacts that client named from the client's database, and send the file to Steve, Ccing MA and Shaveta- [email protected]. In addition, ask the DB asst to copy and paste pivot the table into the email so Steve can view without opening Excel. Created by: Version 8/1/12 *Standard contact types for a monthly email newsletter send are Client/SOI/Buyer/Seller

and New Lead A/B/C

Sample email below:

Subject: Priority – Best Agent Business-Data File Pull and Approval Needed- Client Name

Hi (Name of DB asst),

We are preparing to send [type of mailing; example "a monthly email newsletter" "a monthly mailing" "a monthly postcard mailing"] for [client name]. Can you please add [email protected] and [email protected] to the [contacts client named from the client's database] and pull the correct contacts [contacts client named from the client's database] and please copy and the paste pivot table into the email so Steve can view without opening Excel? Please send the file to Steve, Ccing MA and Shaveta- [email protected].

Thanks, [signature]

 After the initial piece is out, the Database Assistant will automatically pull the data file and import it into the appropriate email program on the 25th of each month, so that the email can be sent out on the 1st of the following month. It is DB Asst.'s responsibility to keep accurate updates on client DB.. Data File Policy wiki page http://lifebushido.wikispaces.com/Email+Marketing+-+Data+File+Policy.

For Existing Email Marketing Clients

 It is DB Asst.'s responsibility to keep accurate updates on client DB. Created by: Version 8/1/12 8. After the newsletter is complete, send a test to yourself and the MA( if it’s not you) for

review.

9. The MA will then send to client or KA (if KA only contact) to obtain client approval or

requested changes. **Always state in email to client or KA or MA that the

newsletter has not yet been through editing and will be done after all necessary

changes are made. See email example below.

** Email example- can be found on Editing Policy wiki page@

http://lifebushido.wikispaces.com/Email+Marketing+-+Editing+Policy

If forwarding the item:

Subject line: Best Agent Business- Newsletter Draft Approval Needed- Client Name

Hi (client name),

Below is a draft of your (monthly email newsletter, etc.).

This piece has not been through editing yet and will be edited after you give your final approval.

Please review the draft and reply with your approval or any changes and additions that you have.

Thank you,

(your signature)

If sending the item as a test directly from a program:

Subject line: Best Agent Business- Newsletter Draft Approval Needed- Client Name Created by: Version 8/1/12

Hi (client name),

Shortly you will receive a test of your (monthly email newsletter, etc.) directly from your

(Constant Contact, Top Producer, etc.) account. This piece has not been through editing yet and will be edited after you give your final approval. Please review the test and reply to this email with your approval or with any changes or additions you have.

Thank you,

(your signature)

10. If there are any changes to make, the MA( or you if you are MA) will relay this info to

you and you will proceed to make the necessary changes (if any).

11. After you make any changes, you will send a copy to MA again and she will obtain final

approval from the client or any other changes the client requests. **The steps of

making changes and resending a test will be repeated until no other changes are to

be made.**

12. After final client approval is obtained on content, format, etc, you will email Editing

box- [email protected], saying-. "Editing Needed" or Proofing Needed-

Changes" in the subject line of the email. Tell them that X client has a newsletter, flyer,

etc in need of editing in X program. *Please specify client, newsletter type, and which

program the newsletter is in.* Created by: Version 8/1/12 **Editing is a 24hr turnaround time for most editing, possible faster, sometimes more

than 24 hrs on weekends.

13. Once the editor emails you, telling you that the editing is complete, you will then go into

program used and send the same editor a clean copy right from program as if they were

the client receiving it. You will get a final completion email stating if all links work and

it looks good or they will specify any additional problems right in the email.

14. If all is good and edits are complete, if possible queue the newsletter, if not possible,

then send on due date, to the # and type of contacts approved by client.

15. Next, the MA will send completion email to Client (or KA if KA only contact), Cc

Systems- [email protected], Email Marketing TL and Marketing Box-

[email protected].

**The completion email will be tailored for each client. Document can be found on the

Email Marketing wiki. http://lifebushido.wikispaces.com/Email+Marketing under the

heading- Template Emails. See email example below.

Keep in mind if KA contact only, do NOT send to client.

To: Client, KA, Systems- [email protected], Marketing Box- [email protected], Email Mktg TL and any other person client or TL may have requested.

Subject line: Best Agent Business- Newsletter Sent- Client Name

Dear (Client Name),

Today I sent your (October Newsletter, or title of other type of email sent, etc.) to ( X number of) contacts from your (Buyer/Seller/SOI/Client A/B/C or other contacts as listed in TP when you send) groups in your ( Top Producer, Constant Contact, etc) account.

Created by: Version 8/1/12 If you receive any responses that update contact information, please forward them to [email protected] so we can update your database.

Signature