Email Campaign Checklist
A checklist for sending an email campaign without errors.
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What’s Included in This Resource
Every resource on The Office File provides a complete toolkit rather than an empty, unhelpful document shell:
- Editable Microsoft Word (.docx) template (43 KB)
- Printable PDF version (113 KB)
Sample included: Example: Email Campaign Checklist in use. Sending an email campaign cleanly: pre-send checks, send steps, results record, and follow-up actions.
How to Use This Template
Follow these practical steps to customize and roll out this procedure with your team:
1. Check the list first
Verify the recipient list has no duplicates and no unsubscribed contacts.
2. Test before sending
Send a test email, check links on desktop and mobile, and check images with alternative text.
3. Record the send
Freeze the list, note the recipient count, and record the send time.
4. Record results and follow up
Log delivered, opened, clicked, and unsubscribed figures, then decide the follow-up.
About This Template
Memory is unreliable; checklists are not. This template gives you a structured list with tick boxes, responsible-person fields, and sign-off lines, so every task is verified complete before moving on. Use it daily and you will catch the small errors that become expensive problems.
Sending an email campaign cleanly: pre-send checks, send steps, results record, and follow-up actions.
When to Use This Template
- Investigating what went wrong by tracing which step was missed
- Standardising quality checks so every job meets the same bar
- Running the same verification at the start or end of every shift
- Onboarding new staff by walking them through each step in order
- Handing over tasks between team members without losing track of what is done
Key Sections Explained
Understanding what goes in each part of the document helps you fill it in correctly the first time:
Sign-off and date
Completion signature and date, turning the checklist into a record that the verification actually happened.
Step-by-step items
The ordered checks themselves, each phrased as a verifiable action with a tick box. Keep each item to one clear action.
Responsible person
Who performs each check or who signs off overall, accountability is what makes checklists work.
Title and purpose
What this checklist verifies and when it should be used, so anyone picking it up knows immediately if it applies.
Pre-conditions
Anything that must be true before starting, such as safety gear on or systems powered down.
Frequently Asked Questions
Paper or digital?
Whichever your team will actually use. Paper works well for physical walkarounds; digital is better when you want timestamps, photos, and automatic filing. The best format is the one that gets completed.
Who should complete the checklist?
The person doing the work, at the time they do it, not a supervisor filling it in later from memory. The value is in the doing, not just the record.
How detailed should each item be?
One verifiable action per item. 'Check fire extinguishers' is too vague; 'Confirm each extinguisher shows green on its pressure gauge and is within its service date' can actually be verified.
How often should we review the checklist itself?
Quarterly, or whenever a step is repeatedly skipped or a failure occurs that the checklist should have caught. A checklist that never changes is probably not being used honestly.