Email and E-Newsletters

I promise you it’ll be an incredibly worthwhile three hours when you do.

In Breakthrough E-Newsletters: 5 Steps to Shaping E-Communications that Connect, you’ll learn everything you need to get a high-impact e-newsletter going for your nonprofit, or to strengthen the one you have.

You’ll learn how to:

  • Define realistic goals for your e-newsletter and who you have to reach to achieve them
  • Shape the right approach—content, style, how much interactivity with readers
  • Design the most effective delivery—frequency, “look and feel”
  • Master the mechanics—opt-in vs. double opt-in, list management, in-house vs. outsource
  • Promote your e-newsletter to get the most from your effort

Best of all, you’ll walk out of the workshop with a practical, doable plan for your e-news launch or revision, ready to be implemented!

Register right now; just a few seats left.

P.S. Get more in-depth case studies, templates and tools, and guidance for nonprofit marketing success — all featured in the twice-monthly Getting Attention e-update. Subscribe today.

Nancy Schwartz on May 10, 2011 in Email and E-Newsletters | 0 comments
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nonprofit communications

Q: Is it necessary (or valuable) to include a caveat at the end of emails coming from our organization?

Dear Nancy,

I enjoy reading the Getting Attention e-update and am glad to have an opportunity to improve our communications practice.

Here’s the issue: I notice some of my colleagues here add this multi-line caveat at the end of their emails:

This email, and any attachment, is confidential. If you have received this message in error, please return to sender and delete from your machine. The views expressed in this message are not necessarily those of the Minnesota Council of Churches, members or affiliates.

What’s your take on where this sort of information belongs, if it belongs at all?


Emily (Emily Jarrett Hughes, Assistant Director of Organizational Development, Minnesota Council of Churches)

A: Less is more, particularly in online nonprofit communications, Emily.  The more “extra” content in an email, the more distraction from the key points conveyed.

However, it’s not a black-and-white situation, Emily.  If your legal advisors require use of a caveat, it should be used consistently – by all staff members in every email.

I’m no lawyer but what I do know is that extra verbiage like that in use by some of your colleagues just gets in the way of effective email communication. There are three different points made here:

  • The email is confidential. But what does that even mean?
  • The email should be returned if sent to the wrong recipient. Really? I doubt you receive emails returned due to the directive in the caveat.
  • The views expressed in the email are those of the individual, not the Council, members or affiliates.

If there is a good reason to integrate such a caveat into emails, do it cross-organization, in every email and make it as short as possible. In the Council’s case, Emily, I bet that this third element (on views) is the point of concern. If so, work with your legal team to cut the other verbiage and get to the point.

P.S. Pithy messages that get to the point are a priority for all organizations and the prerequisite for motivating your base to act. Learn how to craft the most essential message — your tagline. Download the Nonprofit Tagline Report, filled with must-dos, don’t dos, case studies and 2,500+ nonprofit tagline examples!

Nancy Schwartz on June 2, 2010 in Email and E-Newsletters | 0 comments
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Last month I reached out for your input on what makes an e-newsletter effective and received some great feedback and models. Thank you. Then I integrated your take into my curriculum for a workshop I ran a for nonprofits in the NY metro area.

Here’s the most important thing I learned from you — e-newsletters remain a winner among nonprofit marketing channels, far ahead of social media at this point. So it’s important that you do it right.

In thanks for your help, I want to share the core guidelines that were the framework of the live workshop, via this slide deck summary.

Breakthrough Nonprofit E-Newsletters

But I know there are other key strategies for increasing the impact of e-newsletters, and I hope you’ll share what works for you.  Please comment below or email me directly.

P.S. Get more in-depth articles, case studies and guides to nonprofit marketing (and video) success — all featured in the twice-monthly Getting Attention e-update. Subscribe today.
<div style=”width:425px” id=”__ss_4317204″><strong style=”display:block;margin:12px 0 4px”><a href=”” title=”Breakthrough Nonprofit E-Newsletters”>Breakthrough Nonprofit E-Newsletters</a></strong><object id=”__sse4317204″ width=”425″ height=”355″><param name=”movie” value=”” /><param name=”allowFullScreen” value=”true”/><param name=”allowScriptAccess” value=”always”/><embed name=”__sse4317204″ src=”” type=”application/x-shockwave-flash” allowscriptaccess=”always” allowfullscreen=”true” width=”425″ height=”355″></embed></object><div style=”padding:5px 0 12px”>View more <a href=””>presentations</a> from <a href=””>GettingAttention</a>.</div></div>

Nancy Schwartz on May 27, 2010 in Email and E-Newsletters | 2 comments
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I’d appreciate your help. I’m finishing up a presentation on high-impact nonprofit e-newsletters, to be delivered next week to a group of NY metro area organizations.

The participants range widely in their nonprofit marketing expertise, as they do in their interests and needs on the topic. Always the case, right?

A reliable strategy I use to make a workshop valuable for those of diverse experience levels is integrating many case studies. Everyone can learn from them, no matter their level of experience. So I ask…

What are the top two e-newsletters you get from nonprofit orgs, and what makes each one successful? Please comment by clicking the comments link under this post or email me directly.

Thanks much for your input! In a few weeks, I’ll share out the list you provide of  great nonprofit e-newsletters and the keys to their success.

P.S. Learn how to strengthen your e-newsletter here:

Nancy Schwartz on May 7, 2010 in Email and E-Newsletters | 1 comment
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How to Retain Readers wChange of E-News Service Provider Need Your Ideas

Readers of the Getting Attention e-update (twice-monthly, in-depth articles and case studies, subscribe here) know that I’m about to change to a new email service provider (ESP).

There’s much more to that process than I ever imagined. With 14,000 readers nurtured over the years, I want to ensure they all continue to get the e-updates:

  • Primary concern — E-updates from the new ESP going into readers’ spam filters! They need to add my email and the ESP’s domain into their approved emails or whitelist to prevent that.
  • Secondary concern — I’m shifting from all-text to HTML format, so the e-update will look radically different. I don’t want readers to delete, note as spam or ignore because of the significant difference in look.

Here’s my approach to motivating readers to do what it takes to ensure uninterrupted receipt of the e-updates:

  1. Craft a series of four emails, to be delivered via the old ESP, on the change and recommended actions.Two to be delivered before the transition, two after.
  2. Write clear and urgent email subject linesAction Required to Maintain Your Subscription
  3. Make the emails as easy-to-digest (and act on) as possible! One sweet reader called me after receiving yesterday’s first in the series, and advised me to make the next much shorter and focused solely on what needs to be done!
  4. Build familiarity with the new look, so readers recognize it on receipt, with a link to the new format.
  5. Supplement emails with social media outreach via Getting Attention blog, Facebook page and twitter feed.

But what else can I do to ensure that readers know what’s coming, and do what they need to do to keep the e-updates coming? Please submit your recommendations in the Comments field below or by emailing me directly. I’ll feature them in a follow up post. Thanks.

P.S.I know that the some readers will hate the change announcement email series and unsubscribe. They would have done so anyway.

Nancy Schwartz on September 23, 2009 in Email and E-Newsletters, Nonprofit Communications | 2 comments
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Sierra Club Earth Day Email Success -- Upped My Awareness & Engagement in a Snap I received an email from the Sierra Club last week offering me seven easy ways to rock my earth day. Loved it. 

The email was short, to the point and helped me out hugely. You see our daughter Charlotte is the biggest reduce-reuse-recycler there is, and she's been asking me about what we're doing on Earth Day (4/22).

This succinct email made it easy for me to get a plan together, and feel very appreciative of the Sierra Club. Even more importantly, it's a great example of an org hooking its work into a news event (can be a holiday, an anniversary related to your issue focus, or an actual event like legislation passing or in the news.

Connecting your org's work with whatever's in the news or otherwise top of mind is one of the most effective (and easiest) communications strategies out there. So map out your editorial calendar for the next few months and piggyback away.

One suggestion though; make sure the timing is a bit more aligned than was the Sierra Club's. I received its email on earth day more than two weeks before the day itself. Earth day had just floated across my lens at that point and I'm sure was not on those minds without a mini eco-powerhouse in the house. An April 15th release would have been better timing.

P.S. The right messaging is critical to the success of every nonprofit campaign! Download the free Nonprofit Tagline Report for must-dos, don't dos, case studies and 1,000+ nonprofit tagline examples!

Nancy Schwartz on April 15, 2009 in Email and E-Newsletters, Media Relations and Press, Nonprofit Communications | 2 comments
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Unleash the Power of Your Email Signature -- The Most-Missed Marketing Opportunity

Email signatures (a.k.a. sig lines) are a powerful, low-cost, high-return marketing tool for your organization.

But what’s surprising is how seldom sig lines are put to work. In fact, I frequently receive emails from nonprofit staff members with no sig line at all. Now that’s a wasted opportunity.

Consider this: If your organization has 30 employees, each of whom sends 30 emails daily to folks outside the org, then (assuming 250 business days) that’s 225,000 ad views annually, at no cost or much extra effort. If you have 100 employees, that’s 750,000 ad views annually.

Dive into this brief guide to crafting an effective sig line, and how it will benefit your organization.

When you do, your nonprofit could be getting a strong, memorable message out with every email by the end of this week!  It’s an easy way to jump-start your 2009 marketing agenda.

P.S. Yes We Can! When a powerful tagline is joined to a compelling mission…nothing is impossible! Download the free Nonprofit Tagline Report for must-dos, don’t dos, case studies and 1,000+ nonprofit tagline examples!

Nancy Schwartz on January 13, 2009 in Branding and Messages, Email and E-Newsletters, Nonprofit Communications | 2 comments
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Take Candidates' Lead for Email Wins for Your NonprofitI’ve been noticing distinct trends in the presidential campaign email I’ve received. Short subject lines top the list, but the flood of campaign email showcases several other powerful email tactics as well, many of which are great inspirations for powerful nonprofit marketing.

So I was pleased to see Karen Gedney’s summary of the best in presidential campaign email techniques on ClickZ.  Here they are:

1) Short Subject Lines
The shortest range from one to four words. Less is more, I always say. Here are a few recent examples: Appalling; Imagine; Last-Minute Attacks; Running Track.

Gedney cites recent metrics from MailerMailer that subject lines under 35 characters motivate 5% more opens. I suggest that you need to get under 20 characters (no more than four short words) for any real boost. The best way to understand how/if shorter subject lines make a difference in your campaigns is to do an A/B test of two subject lines of varying lengths (try one running 40-50 characters, and the second 20 or less characters).

2) Letter-Format Email Messages, Longer and More Personal than the Norm
Candidates are fleshing out short subject lines with messages that follow the traditional fundraising letter format and run 250-350 words. The narrative is usually supplemented by a graphic banner featuring a tagline and a visual sidebar, with a action button (Donate! being the most popular) and a video link.

According to Gedney, longer, more personal messages outperform short “ad” copy every time.

3) Stay on Message with Consistent Branding
Typically, the banner on these emails features a tagline summarizing the candidates position, which is repeated in the letter itself. That position is each candidate’s brand, the sound bite takeaway that needs to be highlighted, and conveyed consistently, in every email.

4) Video, Video, Video
Almost every email I’ve received from the candidates includes a video link. That makes it easy for me to “go live” and really get a sense of the candidates.

Gedney cautions that metrics don’t show that online video increases opens. Find out how video works for your audiences with another A/B test. Take a brief online video (3 minutes or less) to feature in the first version, delete it in the second and see which generates more opens and clickthroughs. And, if you don’t have a well-edited, brief video on hand, link to a brief slideshow of high-impact stills, like this timeline from EDC.

5) Multiple Senders, Celebrity Endorsers
Vary things for your audiences, so they stay interested. Otherwise, repeated messages from the same sender can get boring (my 5-year-old’s new favorite word, since when are kindergarteners bored?). Obama’s campaign emails come from him, from Michelle Obama, campaign manager David Plouffe and other staff members, celebrity endorsers and, most recently, VP candidate Joe Biden.  The variety keeps it fresh!

Sign Up Today for Free Email Campaign Training: Simply subscribe Obama’s and McCain’s email lists
I recommend you subscribe to a few campaign email lists (presidential  plus)  to get a constant flow of new ideas for your nonprofit email campaigns. I promise that the ideas just won’t stop (until November 5th). Don’t forget to let me know what you harvest and put into play for your nonprofit.

Strengthen your nonprofit brand with the Getting Attention Nonprofit Tagline Report. Subscribe to the Getting Attention e-newsletter (in-depth articles and case studies on nonprofit marketing) to get the free report on publication in mid-Sept..

Nancy Schwartz on September 11, 2008 in Branding and Messages, Campaign Marketing Models & Tips, Email and E-Newsletters, Nonprofit Communications | 2 comments

Timing is Everything -- Reach Your Audiences When They're Likely to Read and Act on ItMea culpa! I made one of the most common (and most avoidable) nonprofit marketing mistakes yesterday — sending out my bi-monthly e-news during vacation week for at least 50% of school districts nationwide.

It wasn’t a crisis. After all, people are always out of the office, and I get about auto-responders to that effect every time I publish the e-news. Usually those represent about 1/2% of my mailing list. But yesterday, I got auto-responders (which I have my assistant read to ensure we capture key info from the recipient, such as a new email address, she’s moved on, she’s out that day or two) in the 1% range, most telling me that the recipient is out of the office this week.

1/2% is no crisis. I’m not gnashing my teeth. But if you can reach that extra 1/2%, why not?

Obviously, you can’t avoid vacation weeks like that if you have a daily or weekly e-news, advocacy alert or other very frequent campaign. But whenever possible, make sure you reach your audiences when they are working and ready to read or act.

Here are some basic guidelines on what to avoid when scheduling an e-mail or mail alert:

  • School breaks of a week or more; check your district’s calendar and those of a few other districts
  • Federal holidays
  • Extended holiday periods (Xmas week, 4th of July week, etc.)
  • Core conferences in the fields your audiences represent (for professional audiences, and only if you segment out audiences by trade); for example, don’t try to reach foundation CEOs or program officers during the annual Council on Foundation conferences, or fundraisers during the AFP annual meeting.

Anything else to avoid? Please add in the Comments link below.

Timing is everything. Here’s how to do it better time-of-day wise: Best Time to Send Out Your E-News–An Aha Moment.

Missing out on the Getting Attention e-newsletter? Subscribe now for in-depth articles and case studies on nonprofit marketing.

Nancy Schwartz on April 24, 2008 in Email and E-Newsletters, Nonprofit Communications, Strategy | 2 comments

Easy, Free, Useful Tool for Effective Online WritingLast week I trained 25 nonprofit marketers on Writing for the Web, one of my favorite training topics. Nothing is more important in writing for the Web (or email or blogs) than writing succinct, focused, easy-to-digest copy, so I drilled down on how to do so. Try it. It’s harder than you think.

How serendipitous to discover this free (for Word users) tool this morning, which assesses how pithy and powerful your online writing really is. Word’s Readability Analysis Tool tracks:

  • How succinct and simple your writing really is (these qualities are crucial for online readability) — counting sentences per paragraph; words per sentence; and characters per word.
  • Other key “readability” markers:
    • Passive sentences (active tense a must)
    • Flesch Reading Ease Score which rates copy on a 100-point scale; higher scores indicate easy of understanding.  Aim for 60-70 at a minimum.
    • Flesch – Kincaid Grade Level scores copy according to school grade levels. A score of 7 means that a seventh grader will understand your writing. Aim for 7 or 8 to ensure a broad range of readers.

Here’s how to get the Tool on your Word 2003 toolbar:

  • On the Tools menu, click Options, and then click the Spelling & Grammar tab.
  • Select the Check grammar with spelling check box.
  • Select the Show readability statistics check box, and then click OK.
  • On the Standard toolbar (the bars with buttons and options that you use to carry out commands, at top of screen. To display a toolbar, press ALT and then SHIFT+F10), click Spelling and Grammar to pop up your readability report.

Missing out on the Getting Attention e-newsletter? Subscribe now for in-depth articles and case studies on nonprofit marketing.

Nancy Schwartz on April 15, 2008 in Branding and Messages, Copywriting, Email and E-Newsletters, High-Impact Websites, Nonprofit Communications | 4 comments

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