E-communication Requests

To request an email, click here to access the current submission form. Please be sure to review the Guidelines below for the submission process. Best practices for email content can be found in the submission form.

Email Submission Form

• All items included in the submission form are needed to create your emails and action alerts. When submitting, make sure that all fields are completed and none of the sections have been deleted or otherwise changed.
• To help with legibility and clarity of your content, please ensure all track changes are resolved prior to submission.
• Always try to work off of a clean copy of the submission form to make sure remnants from previous emails don’t get left in by accident.

Overall Workflow of Email from Creation to Send

• Program staffer reviews Google Calendar “E-Comms/Emails” to see if dates are available. We try and only send three emails to any one constituent a week (the exception being victories or breaking action that can’t wait).
  • Communications Director, Communications Manager, Digital Systems Manager, Digital Fundraising Manager, Membership Manager, and Development Director work together on Monday of each week (and as-needed) to determine the week’s schedule of emails and determine how best to prioritize when the schedule is over-capacity. Please do what you can to talk with teammates and develop a solution prior to asking for space if you see a scheduling conflict.
• Email the Digital Fundraising Manager to request a send date for your email.
• The Digital Fundraising Manager will either confirm that your date is available and schedule the e-comm on the Google Calendar or will propose alternate send dates.
• Author creates content or asks for assistance from the Digital Fundraising Manager. Availability to write content will depend on Digital Fundraising Manager’s bandwidth.
• Author completes program gut check and fact review prior to filling in all fields of the submission form. No matter who creates or writes the email, all pieces must be approved by the relevant program director prior to submission.
• Author sends the Digital Fundraising manager the finalized submission form via email. Please note there is a minimum requirement of three working-days to turn an email around with a preference for one week. Copy received before the deadline is always appreciated. There will be approved exceptions for breaking or unexpected news. 
• Digital Fundraising Manager or our Copy Editor will do a final copy edit and fact check before the submission form is sent to the Digital Systems Manager to build the email in Engaging Networks.
• Digital Systems Manager will work with our Copy Editor to conduct a QA (Quality Assurance) test of all emails.
  • QA ensures that the email is correct, matches submitted content, and that all links work properly.
  • If any questions or uncertainties arise with submitted materials or major changes seem prudent, the Digital Systems Manager will contact the Digital Fundraising Manager to determine the best course of action.
• Email is sent to audience.
• Comms/author reply to supporter’s feedback emails.
  • No “Email Staff” link in signature block for program staff.
  • “Email Staff” link in signature block for all other emails.

Standard E-comms Amplification

Comms will explore all opportunities to amplify and broaden awareness of your email and the Call to Action (CTA) or educational moment you desire. Most CTA’s will get posted at least once on Guardians’ main social media handles (currently Facebook and Instagram). National CTA’s will also be posted to our Action Center and stay there until they expire or are no longer relevant. Some emails and CTA’s will be turned into blog posts. Some may be turned into Opeds and submitted to traditional media outlets. Feel free to request this, otherwise Comms will do this as time and space allows.

Help with writing or editing E-Comms

Help with email content creation is available from the Digital Fundraising Manager (as bandwidth allows), either with fully writing an email, editing an email, or image research. Please reach out for availability and be sure to attach any documentation you currently have, include or assign a deadline, and provide any other information that is relevant, such as imagery.