Newsletter Email Campaign Setup
This policy establishes the mandatory standards for creating, approving, and deploying all corporate newsletter email campaigns to ensure brand consistency, legal compliance, and targeted audience engagement.
This policy governs all outgoing newsletter email campaigns sent to external subscribers. Its purpose is to ensure that every campaign is aligned with corporate brand guidelines, complies with applicable anti-spam legislation (e.g., CASL and CAN-SPAM), and employs proper audience segmentation. All campaigns must follow a documented approval workflow before sending. This policy applies to any email that contains marketing, promotional, or informational content distributed to a subscriber list.
This policy applies to all employees, contractors, and departments that participate in the creation, review, approval, or execution of newsletter email campaigns. This includes, but is not limited to, the Marketing, Communications, Sales, and Compliance teams. Any campaign using the corporate email platform (e.g., Mailchimp, Constant Contact, HubSpot) must adhere to these guidelines. Exceptions require written authorization from the Head of Marketing.
- Every campaign must use an approved corporate email template. Custom layouts require prior approval from the Graphic Design team. All templates must include a visible unsubscribe link and the company's physical mailing address.
- Before deployment, each campaign must pass a three-stage review: Content Review (Marketing Manager), Legal/Compliance Review (Compliance Officer), and Technical Review (Email Marketing Specialist). No campaign may be sent without all three approvals logged in the project management system.
- Marketing Manager — Owns campaign strategy, audience segmentation, and content brief; signs off on final content.
- Content Writer — Drafts copy and subject lines according to brand voice and inclusion of required elements (unsubscribe, address).
- Graphic Designer — Creates or approves visual assets and ensures template compliance.
- Compliance Officer — Reviews campaign against CASL/CAN-SPAM requirements and internal privacy policy.
- Email Marketing Specialist — Configures campaign in the email platform, performs A/B testing where applicable, schedules deployment, and monitors delivery metrics.