Monthly Sales Newsletter Email

Verification

Verified

Department

Marketing

Type

Standard Procedure

Use Cases

MarketingSales

T. Edward Monthly Email Formatting Outline & SOP

Email Formatting Outline:

1. Hero Image:
• Purpose: Visually capture the top highlights of the email.
• Creation: Designed in Photoshop, featuring key products or announcements.
• Placement: Top of the email, above the introductory text.
2. Intro Paragraph:
• Purpose: Briefly introduce the key themes and contents of the email.
• Content: Highlight exciting additions to the portfolio, important announcements, producer visits, and a summary of what’s included in the email.
• Example:

"Hello Everyone!

June is upon us and summer is right around the corner! We have some favorite Italian highlights below as well as some June new arrivals!

We are also excited to have Lise et Bertrand Jousset, Sebastien David, Lestignac and Sons of Wine in town this month for our Bobo & Friends tasting so be sure to come chat with them while they are here!

• Bobo & Friends Tasting: June 25th! @ SAUCED Brooklyn
• Razza Bar Takeover! June 26th @ Razza Jersey City
• Italian Summer Favorites
• Chateau Malherbe
• June New Arrivals
• Bixigu Txakoli
• 4 Kilos”

• Bullet Points: Summarize the main topics covered in the email.
3. CTA for Current Month’s Price Book & Specialty Book:
• Purpose: Encourage recipients to download the latest price book and any relevant specialty books.
• Placement: Below the introductory paragraph and bullet points.
4. CTA Section for Events or Notices:
• Purpose: Announce any upcoming events or special notices.
• Content: Details of events, dates, locations, or special announcements.
5. Featured Producer:
• Purpose: Highlight a new or focus producer.
• Content: Overview of the producer and their significance, with an emphasis on why they are featured this month.
6. New Products or Producers Section:
• Purpose: Showcase new products or producers.
• Content: Brief descriptions of each product, including case pack, bottle size, and pricing per market (e.g., NY, NJ).
• Visuals: Include product images or relevant visual content.
7. Secondary CTA for Price Book & Specialty Book:
• Purpose: Reinforce the call to action for downloading key materials.
• Placement: Near the bottom of the email.
8. Order Board Notice:
• Purpose: Inform about any updates or reminders related to ordering.
• Placement: Just above the footer.
9. Footer + Logo:
• Purpose: Maintain brand consistency.
• Content: Standard footer with logo, contact information, and unsubscribe link.

SOP for Monthly T. Edward Email:

Scope:

This SOP applies to the marketing and sales teams responsible for the newsletter’s content creation, design, and distribution. Curate and distribute a monthly email newsletter that highlights new arrivals, focus producers, upcoming events, and provides CTAs for downloading the monthly price book and other assets.

Email should ideally be written and semi-formatted in Notion before transfering information and content to MailChimp. This will allow for more collaborative review of content and editing prior to mailchimp formatting. Making feedback changes in MailChimp can be more time consuming.

When creating a new email, it’s best to use a previous email that has been created, replicate it, update the information and make adjustments to the design and format with the new content. This can ensure styling stays consistent and to help reduce overall lift when prepping monthly emails.

Responsibilities:

• Marketing & Sales Management: Oversees project, plans content, and approves final email.
• Sales Management & Portfolio Management: Provides content overview and updates on producers, products, and events.
• Content Team: Writes and edits the email’s content, including the intro paragraph and detailed product descriptions.
• Marketing Team: Designs the email layout, gathers or creates visual elements, reviews for brand consistency, and manages distribution.

Timeline & Key Activities:

• D-25 to D-20: Planning Meeting (Use weekly sales management and marketing meeting)
• Outline focus areas, key new arrivals, and upcoming events.
• Sales Management begins collecting details and Marketing Team starts gathering visuals.
• D-20 to D-15: Content Creation
• Draft intro paragraph, at-a-glance section, and CTAs for the month ahead.
• Gather or write detailed product and producer descriptions for featured producers and products.
• Marketing team creates images or curated content.
• D-15 to D-10: Content Review & Approval
• Marketing & Sales Teams review content in Notion and provide feedback.
• Make revisions as needed.
• D-10 to D-5: Design & Layout
• Incorporate content into the newsletter template.
• Ensure visual appeal, brand consistency, and mobile responsiveness.
• D-5 to D-3: Final Review
• Conduct final checks on design, links, and content accuracy.
• Send test emails for review.
• D-2: Preparation for Distribution
• Finalize downloadable assets and ensure all links are functional.
• Verify mailing list accuracy and segmentation.
• D-1: Last-Minute Adjustments
• Make necessary adjustments based on final feedback.
• D-0: Distribution Day (First Tuesday of Every Month)
• Schedule and send the newsletter.
• Monitor engagement metrics post-distribution.

Documentation & Records:

• Archive all newsletter versions in Notion DB -