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EVENT NAME Email Transmission Instructions

(Download copy here) <-LINK TO PDF COPY WILL BE HERE

Step 1: Request a transmission date

Step 2: Submit Email Content for approval

All marketing materials are subject to approval prior to distribution. Messages should be in .html format but can be submitted via PDF at this stage. Each copy must display the required disclaimer. Please add the disclaimer to the message prior to submitting for approval:  APPROVED DISCLAIMER HERE

Step 3: Prepare for your order:

Email Message: All messages must be in .HTML format. A text version is requested, but not required.

  • HTML Version: (.html file format). All images should be hosted. Image hosting is available for a small additional fee.
  • Plain text version: no dynamic links (they should all be spelled out), no images or special characters. (.txt file format).  This is not required but is suggested for recipients that have high-security settings and only receive plain text messages.

From Line: The from line of each message will say: EVENT on behalf of Your Company Name Here

Subject Line: Create a subject line for your message. You are encouraged to keep it under 44 characters to avoid truncating on computers. The maximum for mobile devices would be 25-30 characters.

Snippet/Pre-Header Text: When viewing an inbox, an email snippet is the very first line of text that your email recipient will see, following the email subject line. Some good practices when determining your snippet:

  • Snippets should remain between 40-50 characters in length.
  • They should be a continuation of the subject line.
  • Include a specific, actionable CTA to encourage readers to open the message.

Seeds/Decoy Email Addresses: Email addresses for yourself and colleagues (if requested). These email addresses will be used to send a test of each message for approval as well as the final deployment of your message. Addresses are added to track delivery and quality.

Step 4: Place your order for transmission.

All orders should be placed at least a week in advance of your approved transmission date.

Please Note:

  • Each transmission includes 2 test messages. Additional tests will incur an additional fee per test.
  • Creative services are available. Fees will apply to convert messages to HTML or remove coding from a 3rd party system. Inquire for details.
  • Opt-Out Statement is provided. You are not required to add one.
  • The width of your emails should be 600-800 pixels. This will display better on most clients.
  • Keep your design simple. Try to use grid-based layers and avoid coding that requires HTML floats or positioning (such as CSS).
  • Background images generally do not load on most email clients.
  • Make sure your message includes text.  You should never design an email that is one large image. Sending a mass email with only one large image and no text can be ineffective as it may get flagged as spam, fail to convey important information to recipients who cannot view images, and hinder accessibility for individuals using screen readers.
  • Do not include your from line, subject line, or snippet (pre-header text) on the HTML file unless you want it displayed on the email message.
  • Avoid elements that require Flash or JavaScript. If you would like animation or movement in an email, a .gif is your best bet.
  • Don’t forget about mobile devices.  People are opening emails on mobile devices more and more each day.  Your email should be readable on these devices and look close to the desktop version. Make sure links are clearly visible and can easily be clicked on as well.
  • Most email clients only read specific fonts.  If you have your own font, you should limit that to your logo or any text you add to images.
    • Email Safe/Friendly Fonts: Arial, Courier New, Georgia, Helvetica, Lucida Sans, Tahoma, Times New Roman, Trebuchet MS
    • Web Safe Fonts: Lato, Open Sans, Oswald, Oxygen, Poppins, Quicksand, Merriweather, Raleway, Roboto, Rubik, Ubuntu. Web-safe fonts and email-safe fonts are different. Web-safe fonts are specifically made for use on websites and can’t be found in operating systems or software. They’re added to websites using special tools. Email clients, like Gmail or Outlook, have their own set of email-safe fonts. These fonts may not be the same across all email clients. For instance, Gmail supports fonts like Open Sans and Roboto, but Outlook and Apple Mail don’t. However, if an email client doesn’t support a specific font, it will use a default font instead:  Apple Mail: Helvetica, Gmail: Arial, Outlook: Calibri.
  • Animated GIF’s:  The smaller your GIF, the faster it loads.
    • You are advised to keep the file size at or under 1MB with a maximum of  5 MB.   The smaller the file size, the quicker it will load (which is also important for mobile users).
    • The maximum width should be 600px.