How to: send an email (generic)

WE DO NOT SEND EMAILS OUT AT 5PM ON A FRIDAY. UNLESS IT IS EXTREMELY TIME SENSITIVE. 

Check these things before you hit send:

1. Make sure the content is signed off by the relevant team, Exec and Legal in writing
2. In the Freshdesk ticket, add a note and add the Email send checklist canned response
3. Send a Test email to yourself and anyone else in marketing that is across this communication
4. Get someone to read the email that has not been apart of the process 
5. Get someone who hasn't looked at the email yet to check the subject line
6. If you're happy with the Test email, share it to the relevant people below as an attachment (don't forward the test email as links won't work), with the following message before you schedule the eDM to send:
   
   

   Hi FYI - we'll be sending out the email below <enter time eDM is scheduled for> to all <name of communication or list> recipients. This communication has been approved by <Exec name>. This FYI email is sent as part of our sending process, so unless you hear from us, you can assume that the email has gone out at the intended time. If you have any questions or issues, please raise them ASAP either via Teams or a phone call. Cheers <your name> P.S. If there is someone else in your team who you'd like to receive the pre-send emails or to be added to the staff list for these emails please let us know.

   
   
7. People to send the pre-send notification above to:
   - Auto NZ: GM Auto, Lee Robson, Auto BDMs/Sales, Customer Services, James Mitchell, Marketing
   - Property: Ian Boyce, Michael Harrison, Property BDMs, Julia Winterbottom, Tammy Stitt, Marina Talataina, Property Collections, James Mitchell, Marketing, Elizabeth Downs, Kirsten Chisnall-Thomas
   - Consumer: Asheelta Sharma, Lending Operations, Angela Shutkowski, Customer Services, James Mitchell, Marketing
   - BFS AU: Tony, Raj, Liesl, GM Auto
   
   [Kimmie, why does Property go to Marina and Collections, and the others go to Customer Services. There doesn't seem to be much consistency with who and why]
   
   Preview the message:
8. Check data is pulling through correctly - check 5-10 recipients' records from the list in Cumulo9 against the list given (if applicable) and check all variable content
9. Click all the links and check if they go to where you want them to go
10. Is the correct brands logo being displayed?
11. Remove "View Online" link
    
    Start the Send process
12. Add a "From" field - use the correct brand involved  i.e. Avanti Finance
13. Add a From address - use the relevant address for the communication and brand, i.e. communications@avantifinance.co.nz
14. Add a Reply-to email i.e. communications@avantifinance.co.nz and check that the people who own the Reply-to email address have been informed, are ready and have been sent a test email 
15. Add a subject line
16. Select contacts (you can select more than one contact list). Be careful, as the list automatically selected may not be the correct one.  For Avanti Matters use the 'Mortgage-Advisers-Master-List' and 'Avanti Matters Staff Master Lists'
17. Is it an invitation to an event? (time-sensitive, requires a deadline and time before the event to send) 
18. If the email is important, take note of the suppressed/unsubscribed and bounced and get a BDM to send them the eDM personally 
19. If it is an emergency and we're not sure we're going to get a near 100% read rate, send a follow-up sms via mtxt
20. After the email has sent, send the key stakeholders for the email and Marketing the report link from Cumulo9
    
    

    Hi   We've now sent out <name of communication>.   You can find the email report here: <insert link from Cumulo9 - Reports>   Cheers  <Your name>

    
    
    
21. A few days after the email has sent, check the report and send the relevant BDMs a list of bounced email addresses so they can update the relevant system and a list of unsubscribes so they can see which introducers are not engaged/wanting to hear from us.