Every week the EEC adds new content to its Whitepaper Room. Here are the latest additions:

The 2007 Guide to Gearing Up for the Holiday Email Season
This roadmap to the email holiday season will help retailers and other companies better formulate their campaigns this year.

*Have a whitepaper you’d like to contribute? Email it to whitepapers@emailexperience.org.

Do we KNOW that emails with graphics get better response than text-based e-mails? Could it differ from industry to industry? —M.H. (from Lead Generation Roundtable webinar sponsored by Bulldog Solutions on Aug. 14)

The Voices of Email had this advice:

Jeanniey Mullen: This is a great question, and the answer is totally dependent on the type of email message sent.

From prior research, it appears that truly service-based emails—like welcome emails, confirmation emails and the like (ex. Your online payment has been posted)—do not perform any differently whether they are text or include graphics.

However, service-based emails that have soft sell elements—i.e.,. opt-in to our email program, or people interested in this are also interested in this—perform 2-10 times better with graphics to help focus attention.

As far as general marketing messages, I think this is a great question to re-study in the marketplace. Years ago, many tests were done and in most cases HTML outperformed text. However, in today's handheld world, text may begin to show additional benefits.

Chip House: R.J. Talyor from our strategy team weighed in with some great info we have related to mobile rendering:

—Across six different combinations of text and HTML emails, the highest click-through rates across three client email tests were achieved by maintaining an HTML version while improving the text design. This approach was achieved by maintaining the HTML version while altering the text version to include a brief (1-2 sentences) teaser followed by a “View as a Webpage” link after.

—With the increase of smartphones in the market (current penetration is 7%), sending an email with the most flexibility is imperative. Sending as HTML or text only can alienate or frustrate subscribers whose email client or device can only display in one or the other.

—Based on testing with three email marketers (one B2C marketer; two B2B marketers), we recommend sending in multi-part MIME with the text version optimize.

Amy Bills: The answer to the images vs. no images question isn’t the same for every communication. You need to consider the specific communication and call the action of the email. What are you trying to accomplish? What is the recipient expecting? I know it’s not the magic answer, but to a large extent it comes down to testing what works for your audience.

Let’s say your objective is to initiate a dialogue, engage prospects in a conversation, maybe introduce them to your company. For this purpose, in a B2B context, I do think that images can serve you well. They can be used to call attention to certain calls-to-action, present a polished face for your company. The example I’d use is Marketing Watchdog Journal, Bulldog’s monthly sales and marketing newsletter. This is a lot of people’s first real communication with Bulldog, so we’re very conscious of how it looks and how robust the content is. We’ve been testing a streamlined version that eliminates all images and some of the design elements. Click-throughs are lower than on our fully designed version.

On the other hand, one of our Web designers loves a simple, text-only email he gets from Motley Fool. As a subscriber, he’s already sold on their advice. He wants it succinctly presented so he can choose what he wants to learn more about.

Stephanie Miller: It does vary and in some industries like tech, text works better. This can be easily tested for your file. It’s always a good practice to offer a choice of format (text, HTML or mobile).

Have some good advice that we missed? Please add a comment and take part in the conversation.

Have a question for the Voices of Email? Email Chad your question at chad@emailexperience.org and we’ll REPLY TO ALL by posting the answers so everyone can benefit.

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Every week the EEC adds new content to its Whitepaper Room. Here are the latest additions:

Chad White: Reportlet - Retailers Say the Dirtiest Things
Using spammy words in subject lines won’t always get you blocked.

*Have a whitepaper you’d like to contribute? Email it to whitepapers@emailexperience.org.

Both SubscriberMail and Blue Sky Factory recently released lists of words that shouldn’t be used in emails because they’re likely to trigger spam filters. But I see some of these words—like “free” and “discount”—used routinely in the subject lines of commercial email that I receive. If I have a good reputation do I need to worry about content filters? Am I staying away from these words unnecessarily? —S.G.

The Voices of Email had this advice:

J.F. Sullivan: The answer should be no. If you have a good reputation then you do not need to worry about content filters. The actual answer is another question, as in it depends on two things: What’s your definition of a good reputation, and which content filter are we talking about?

Everyone in the email marketing (and message security) ecosystem has a different view of what a good reputation actually means. For some it’s as simple as making sure they are not on a blocklist; for others it may be that they are in compliance with a specific Sender Authentication implementation. In order to answer “yes” to the question, it may be more useful to provide a checklist summary of what a good reputation constitutes. So, if you can say “yes” to the following reputation aspects:

1. You have a good public reputation (not on blocklists, or have upset any ISPs).
2. You have good legislative adherence (e.g., CAN-SPAM compliance).
3. You have good infrastructure (e.g., DNS, MX records and the like).
4. You have good identity (e.g., you have a correctly configured SenderID record).
5. You have best practices (e.g., list scrubbing, opt-in, etc.).

Rob Fitzgerald: You always need to be aware that filtering exists, but I don’t think you need to be ruled by that existence either. It’s interesting to lay out all the various releases, of all the various words that shouldn’t be used within in an email, and see how incredibly long that list is. Sometimes it makes me wonder how you can actually put a string of sentences together without actually using any of them. Practically speaking, you have to use some words that may be “known” filter words. I don’t think that should give you pause to run the campaign for fear of a lack of response. We’ve sent out many campaigns with the word “Free” on them that have performed very well.

I tend to look at it this way—it’s all about moderation. Put together a creative with a lot of words that trigger filtering and it could be adversely affected. Give that same creative a diet, and keep some of those same words included, but not all of them, and I think you’ll be OK.

Stephanie Miller: Despite the frequency that I receive this question, there is still no magical list of words to avoid, nor is the use of marketing terms like “free,” “discount,” “special offer” and “click here” an automatic block. Don’t misunderstand. Those words can get you blocked. However, judicious, responsible and clear use of them usually won’t.

Why? Because spam filters dynamically update to reflect current market conditions and spammer behavior. The only way to ensure your content does not depress inbox deliverability is to run every email through a series of popular message filters to determine your spam score before sending to your entire mailing list. You can do this through a service or on your own by setting up multiple accounts at different ISPs.

Here’s how to optimize your message for response and deliverability: Write the copy as a marketer. Sell. Build the relationship. Clarify the offer. Make the call to action very clear. Then, test it. If you fail the spam filters, adjust it. Before you hit send, even if you pass the filter test, be sure to give your message AND subject line a “smell test.” If your readers or subscribers will think it’s spammy, so will the receivers. If you are using all capped, repetitive words that filters watch like “FREE SHIPPING THAT’S FREE” or using strange punctuation like ***NOW ON SALE***, then you are likely to be blocked.

Chad White: Inspired by this question, I did a little real world research and found that major online retailers have used many of the “dirty” words on SubscriberMail’s list of words to avoid using in subject lines. How many have they used? They’ve used 27 of the 100 in the past two months alone. Some of the words—like “Free,” “FREE,” “Offer” and “Buy”—they used a LOT. So it’s clearly possible to use these no-no words in subject lines under the right conditions. Based on that I’d say that you should explore using them but test to make sure your emails are getting through.

Have some good advice that we missed? Please add a comment and take part in the conversation.

Have a question for the Voices of Email? Email Chad your question at chad@emailexperience.org and we’ll REPLY TO ALL by posting the answers so everyone can benefit.

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OK…I’ll admit it—I like to read spam sometimes. Not because I want to really see Britney Spears and Paris Hilton naked or purchase a Russian wife, but because I love looking at the messages to see the tactics taken. And sometimes, I have to tell you, I’m compelled to click through: Again, not because I want to order Viagra or other pharmaceuticals, or get the wire transfer from Nigeria, but simply because I’m curious. If spam is so popular, they must be doing something compelling to get people to read and click through. How can I learn from that?

So here is the latest spam email that has me intrigued: The email comes from a number of different people—real names, like Mark Smith—and the copy reads:

Hello! I am bored this evening. I am nice girl that would like to chat with you. Email me at nbhfq@mailmessageonline.info only, because I am writing not from my personal email. Hope you wanna see my pics.

—Jeanniey Mullen

Every week the EEC adds new content to its Whitepaper Room. Here are the latest additions:

Chad White: Reportlet - Division of Permission
Opt-ins do not extend across divisions or to partners.

*Have a whitepaper you’d like to contribute? Email it to whitepapers@emailexperience.org.

Bulldog Solutions hosted a live roundtable on Email Deliverability for BtoB Lead Generation earlier this week. We expected a great turnout for this Webinar—and we weren’t disappointed. More than 50% of registrants made time to attend the hourlong live event—an attendance rate that exceeds nearly every measure for online marketing we track in the Bulldog Index.

Our panel included two familiar EEC names: Stephanie Miller of Return Path, who is the EEC’s vice chair for member initiatives, and Michelle Eichner of Pivotal Veracity, who leads the EEC’s deliverability and rendering roundtable. That group produced the March report on email standards and bounce management that we referred to several times during the webinar. We also had Ryan Rutan, a senior programming analyst at National Instruments, who offered his perspective from an organization that’s confronted many of the issues marketers are facing. You can view a recording of the roundtable here.

Prior to the webinar we solicited questions from our registrants, a practice we typically employ to help us ensure the panel addresses the audience’s biggest pain points. As the EEC’s Jeanniey Mullen pointed out, the questions themselves are fantastic market research.

Here’s one observation I think we can all relate to. The questions showed us that marketers want a magic bullet. This is human nature and not surprising, but when the topic is complex, it’s not always easy to provide. While they’re certainly willing to put in the work on testing and research, and to consider variables such as industry and message, the fact remains we received many questions asking for answers on:
—The best time to send emails
—The most successful subject line
—The best word count for a promotional email
—A definitive answer on whether text or HTML is best

One attendee summed up the panelists’ responses with humor: “Great stuff. Very knowledgeable panel. Bottom line: It depends. Ha ha.”

During the webinar we promised attendees we’d answer some of the questions we didn’t get to address during the live event. We’ll use this blog and Bulldog’s sales and marketing blog, as well as our Marketing Watchdog Journal newsletter, to communicate when we have some Q&A written up for the audience to explore.

—Amy Bills

Aside from testing, are there any minimal requirements that any email marketer can follow that will improve display on a Macs, PCs, and/or mobile devices? Or are there completely separate standards for each email client? —K.G.

The Voices of Email had this advice:

Deirdre Baird: First, ensure the HTML is valid according to either W3C or WDG standards. This is the single best protection for universal rendering.

Second, try to ensure the integrity of the message (branding, calls-to-action, etc.) are communicated even if images do not display. While alt tags are useful, they do not display universally in all email clients, so do not rely exclusively on alt tags as an alternative to image display.

And third—and this is more of an FYI—some mobile readers display the HTML version as text instead of displaying the Text part of a multi-part message (as many assume). If a significant percentage of recipients are assumed to be using mobile devices to read emails, then consider not only the text part of your multi-part but also what the HTML part will look like when rendered as text. If possible, ask customers at sign-up if they’d like a “mobile version” of the email and/or create a mobile version that folks can subscribe to.

Chip House: The goal is properly recognizing the differing needs of your subscribers and customizing the content and format to best meet their stated or observed needs. The first way to do this is to ask their preferences (HTML or text) at the time you capture the opt-in. If you don’t get that information, then you have to try to optimize for how you want your subscribers to use and/or respond to your communication.

Let’s look at mobile first. The challenge appears bigger than it actually is. For example, when you look at the total possible number of rendering combinations for mobile devices, which vary by mobile phone manufacturer, top ISPs, mobile data providers and mobile operating systems, you get 3,780 unique rendering possibilities. However, what we’ve found via our research is that 56% of users are less likely to read commercial email and/or newsletters on their mobile phone as they are on their laptop or desktop. The message there is you need to optimize the email for both the mobile and laptop/desktop computer environment. In fact, our testing showed that commercial email sent using multi-part MIME (includes both text and HTML parts) was the most versatile format. By this I mean it is most likely to render as HTML only for those systems that can display HTML well, and render as text elsewhere—such as on many mobile devices. However, the advantage of multi-part MIME over text here is that when a user saves or flags your email to look at it on their desktop/laptop, they’ll get the graphic-rich HTML version you’d love them to see—which is also likely to deliver a higher click rate.

Testing the rendering of your email campaigns across a number of email clients and ISPs is the best way to overcome the difference in those systems. We use Pivotal Veracity’s eDesign Optimizer heavily for this purpose, which allows for preview in a number of different mail clients (including Mac). Each has its own unique page break and image rendering rules, for example, which need to be optimized around. With a little testing, however, you’ll be able to get your HTML in tip-top shape for nearly all recipients.

Stephanie Miller: Let me focus on optimizing for mobile. What actually renders on a PDA or Smartphone is determined by four factors:
1. The operating system and software (e.g., Palm OS, Blackberry OS, Windows Mobile)
2. The service provider (e.g., Sprint, Verizon, T-mobile, etc.)
3. The device itself (e.g.: Treo, Blackberry, HP IPaq, iPhone, etc.)
4. The user’s settings

Yes, it’s messy. And totally different than reading email on a PC. There is a temptation to just deliver text to mobile users, but I don’t recommend this. First, because it’s hard to know who is a mobile user (there is unfortunately no “sniffer” that tells the sender what device is being used (PC vs. mobile). Second, because mobile users are not just mobile users. They also read email in their PC-based email clients, where a nicely formatted HTML email still yields higher responses in most cases.

The best bet is to rely on Marketing 101—Know Thy Customer. Ask subscribers if they regularly read your newsletter or promotions on their PDA. Many mobile device users sync their device back to the PC and read newsletters there rather than on the road. If you believe that many of your subscribers read your email on their mobile device, then offer a mobile-friendly format (simple HTML with text) that can be selected at sign up or in your preference center. If you believe that many of your subscribers are sometimes mobile readers but often PC readers, then format your HTML (particularly the masthead and preview pane) to minimize the number of image links and other code that readers must scroll past to see the actual content.

Have some good advice that we missed? Please add a comment and take part in the conversation.

Have a question for the Voices of Email? Email Chad your question at chad@emailexperience.org and we’ll REPLY TO ALL by posting the answers so everyone can benefit.

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Fellow eec blogger Chip House recently blogged some good points on email marketing sustainability in response Michael Specter’s recent article, “Damn Spam” in the New Yorker .

As Chip notes, Specter’s piece is a fascinating piece of historical reporting on the origin of spam. Too bad Specter misses the whole point of how the spam problem is being tackled today—and how, I believe, it will eventually be solved.

It’s really challenging, both from an intellectual as well as corporate resources standpoint—for receivers of all stripes—ISPs, universities, corporations, etc- to keep up with the spammers. Spam evolves. Specter reports, “Indeed, most anti-spam techniques so far have been like pesticides that do nothing other than create a more resistant strain of bugs.”

Return Path responded to the article by correcting Specter’s suggestion that using reputation analysis (i.e., Is this sender good or bad?) is susceptible to gaming by spammers in the same way that content filters (i.e., does this email look or read like spam?) are today. We also blogged about it here.

Our response was written by Return Path CEO Matt Blumberg and GM of Deliverability Solutions George Bilbrey. Since they are a lot smarter than I am, I quote their letter in part:

“In fact, reputation metrics, if used well, are impossible to fake for more than 24 hours. A server that sends email that garners lots of complaints from recipients cannot make those complaints disappear. A server that has a spammy configuration (like open proxies or open relays) can’t fake those technical settings. Spammers can, and do, switch servers and IP addresses, but these “no reputation” IPs are viewed with suspicion by receivers until they accumulate enough data on them to develop a reputation.

Even if they spend time up front establishing a good reputation by using good sending practices, no true spammer can ever get or keep a good reputation—a standard that is increasingly becoming the only path to inbox placement. But, legitimate email marketers—retailers, publishers, non-profits and others—can establish good reputations that make sure that consumers get the email they sign up for and want to receive. Reputation systems offer the best of both worlds—a decrease in unwanted email and a decrease in false positives. For this reason, more and more internet service providers and corporate email administrators are moving to reputation systems to stem the spam tide. While spam may never completely end, the improvement of these systems will surely have many spammers looking for a new line of work.”

—Stephanie Miller

Every week the EEC adds new content to its Whitepaper Room. Here are the latest additions:

Chad White: Reportlet - The Quick and the Dead: Sending that First Email
Too many retailers are slow or fail to process subscribers.

*Have a whitepaper you’d like to contribute? Email it to whitepapers@emailexperience.org.

In his recent article in the New Yorker , Michael Specter discusses the history of spam and some of the technologies that have sprung up to guard against it, as well as new tactics spammers are using to get around it. One uber-mathematic spammer determined there were “600,426,974,379,824,381,952 ways to spell Viagra…” That is a great example of the tenacity of the spam community. They won’t give up, even if they have to increase their spam from billions to trillions a day to get just a few responses. The word that comes to mind for me is sustainability. How does a legitimate email marketer survive and sustain response rates when other forces are conspiring to de-legitimize email?

The truth is there are several ways to define your email campaign such that it is viewed differently than the filth.

Sustainability in an environmental sense hits me every day as I get my coffee at a local coffee shop. I try to bring my own cup rather than rely on another tree-diminishing, chlorine-whitened paper cup. Java Jacks, the local shop just around the corner from my house, posted a sign that says something like “Thanks for using your own cup – just our tiny shop used over 100,000 paper cups last year…help us reverse that trend.” That shop has to be just a tiny fraction of the paper cups used by Starbucks in a year. My point is that it took that sign at Java Jacks for me to really think about the impact even my few cups a week could have over a lifetime. Even my tree-hugging tendencies had been numbed by the simple ease and anonymity of choosing a paper cup.

Spammers have created that same numbness with much of the populace with email. Legitimate marketers have the opportunity (and I argue responsibility) to reverse rather than add to the trend and impression that all email is spam. Marketers that continue to slam away at inboxes with little analysis of what is happening at the other end risk looking more like a spammer than a sustainable business.

Here are a few ways to do so:

• Spammers rely on volume to get their sale. Legitimate marketers need to rely on permission and relevance. Via customer-selected opt-in preferences, behavioral observance and data analysis, marketers can achieve a solid ROI independent of volume of email sent.

• Purge old and inactive names. Spammers mail everyone. A marketer mails only those that are likely to respond. Mailing deeper cheapens your brand and sullies your reputation.

• Authenticate your email. Where spam = fraud, legitimate mail builds on the brand your company has built offline. Don’t let fraudulent phishing scams destroy customer perception of your email. By authenticating with SPF, Sender ID and DKIM, you’ll decrease the chance your customers will get ripped off by the latest scam pretending to be you.

Participation in the eec’s Roundtables makes you smarter, better connected, and more in-the-know, beautiful and recognized in the industry. But who’s got time for that when we can barely get through the week? Who are these people who seem to be able to find time in their own hectic schedules to move the industry forward? This week in the Spotlight is one of them—Lauren Skena, co-chair of the Research & Intelligence Roundtable.

If you are like most people, you can’t bear to recycle or throw away those National Geographic magazines—there is something faintly unpatriotic and painful about parting with the iconic yellow-bordered covers. Of course, keeping the magazine in a corner of the cupboard is not the same as reading it and acting on the articles. Behind that citron-hued brand is an active Society that wants to involve you in nature, community and world preservation.

Given the ability of email marketing to connect and engage with subscribers, it’s no surprise that email has become a primary method of communication for the National Geographic Society. Lauren Skena, manager of e-marketing, runs the email program from the D.C. office and despite the strong brand and reluctance of many readers to part with their stacks of printed magazines, she faces the same issues we all do when it comes to creating email relevance, governing frequency, going multichannel, optimizing deliverability and battling for mindshare in the inbox.

Lauren says she acts as a gatekeeper between subscribers and the 25+ divisions of the Society that use email as a form of communication. “It’s like an in-house agency,” she says, “where the multichannel direct marketing is handled for all the National Geographic departments from TV, film, online, catalog and the magazine and website editorial groups to special projects like our current Genographic project."

There is a lot for email to do. While the mission of the Society is to increase and diffuse geographic knowledge while promoting the conservation of the world's cultural, historical and natural resources, the Society also wants to sell subscriptions, films, educational guides, maps and travel adventures.

“I often have to be the one to say, ‘No, you can’t have that date for an email campaign,’” she says in regards to keeping a central email marketing schedule for the society. “All of the divisions and the philosophy of the Society center on protection and respect of our members and subscribers so most of the groups understand the need for frequency caps, respecting permission grants from other divisions to essentially ‘borrow’ their names and limits on the types of messages that drive ISP complaints.

“It’s all one brand, but email in particular creates opportunity for the divisions to work together. We do a lot of cross promotion in newsletters,” Lauren says. “We don’t allow use of another division’s permission group, but, for example, we encourage the Travel group to include Adventure Magazine messages, etc. Email and the database are a strategic asset for upselling and creating memorable customer experiences overall.”

Leading one of the DMA’s Email Experience Council's roundtables was a natural fit for Lauren, as the DMA brought her to the National Geographic Society in the first place! Prior to her current job, Lauren worked for the DMA, marketing events to members. At a DMA conference, she met the Society team and agreed to join just as email marketing began to be a focus area in the direct marketing group.

“I’ve always been a fan of National Geographic and, personally speaking, The DMA was supportive of my joining such a good member and great organization,” she says of the transition. “It’s natural for me to want to come back and participate, as I know firsthand the good work the DMA does in the community.”

“The Society supports my involvement 100%—I always hear support and ideas,” she says. “My director and vice president always encourage involvement within the community, including active participation in applicable groups, speaking opportunities and networking events.”

Lauren chose the Research & Intelligence Roundtable because she knows how much research can be helpful to members, and frankly, saw some holes in the current benchmarking and available research that she hoped to fill. She wants to know what consumers are thinking and feeling about email—and to turn that information into actionable insight that email marketers can use today.

“I’d also like to publish benchmarks using the membership as an industry panel. I see a quarterly report that addresses problems that email marketers are trying to solve and identifies what is missing in the available data stream,” she says. “Ultimately, I’d like this Roundtable to help make the DMA research and Annual Report more relevant to the email marketing community.”

The R&I Roundtable has some major goals that are achievable and aspirational, but Lauren and her co-chair, Todd Purcell of American Express, want to create opportunities for members to do both small as well as larger involvements. Lauren plans to split the Roundtable into small working committees of two or three people, so that the work is manageable.

“There is so much that we could do, and it can get overwhelming,” she says. “It was hard to put the mission together! But separating out the projects will help us achieve more and allow each member to have a rewarding experience.”

“There is room and opportunity for all types of members,” she says. “For example, my co-chair, Todd, brings a wealth of business experience as a user of research, and our companies are so vastly different it allows our two perspectives to balance and expand on each other.”

Lauren also takes full advantage of the eec affiliation, speaking on a panel at the DMA’s Email Summit this past May and serving on the Advisory Committee for the February event. The newly merged eec is in a powerful position, she says. “It’s good to have everyone together, and to have one larger group that is working on one set of initiatives, rather than two groups working on similar initiatives. Frankly, the DMA has to be more involved in the online space and this is a great way to push that forward.”

Lauren’s advice to all of us is to get involved. “Get involved and see what is available,” she says. “The networking possibilities alone make it worth being active in a Roundtable. You’ll meet people who may be able to help you along the way. Plus, you get referrals, vendor reviews, all the whitepapers and research.”

“Show this to your boss and offer to be involved,” she says. “You just can’t get this sort of career and program value with a passive membership.”

We've all been rambling on lately about the future of email—what does it mean, how will it look, etc. Those are all phenomenal topics to discuss in boardrooms and at a bar, but there are just times when you need to talk about how to best deal with the realities of the here and now. What happens when you have to execute an email?

One of my friends recently had to oversee the execution of an email for the first time. He asked a lot of questions about what he needed to watch out for. After I threw a barrage of answers at him, he stopped and said, “OK, before I strangle you, which of these do I actually need to care about?” Out of those questions, we came up with the following checklist of the must-haves for an email deployment:

1. An opt-in list. Wherever you have your list stored, make sure you have access to the original source of permission.

2. The “from” name you want to use.

3. The “reply to” email address that someone will check (or, if you are a company that cannot check these messages for security reasons—ex. pharmacy companies—a strong disclaimer that replies will not be read).

4. A really good subject line—not something catchy, but something that creates trust and interest in opening the email.

5. Links that work inside the content even if images are blocked. Yes, yes, you need to worry about the content, the layout and the coding, but as an absolute must-have, make sure the links work.

6. An opt-out link with a mailing address.

7. A strong reporting system on the backend to track bounces, opens and clicks.

—Jeanniey Mullen

We create shopping/advertising websites for media companies. People who register at the sites are invited to receive emails with special offers from the site. We start emailing each list after about 100 members sign up, but prior to hitting that threshold the only other email they would have received from the site is the confirmation email. I have been looking all over for some info on “starting from scratch”—a how-to or best practices for that initial email. Do the Voices of Email have any advice? —L.S.

The Voices of Email had this advice:

Rob Fitzgerald: Start the mental and marketing integration of your brand in that message—have it in the “from” line, the subject line, and in the email itself. Successful email marketing blossoms from consistency of message and consistency of branding. Also, be clear on the “what comes next,” what types of email offers will you be sending. Leave no chance for misunderstanding and your registrants will appreciate that. Be sure to present the person with the clear opportunity to opt-out from receiving any future emails from you. Lastly, don’t wait too long to send out marketing emails from the time the initial confirmation went out. There should be some immediacy to it or you risk disconnecting your registrant from your initial value-add.

Stephanie Miller: This is a great opportunity to launch an email conversation with prospects in order to engage early and lead them through the sales cycle. In fact, a conversation strategy on email is perfectly aligned with the goals of a newly launched shopping website—build the file over time, build relationships, optimize the early growth and leverage for future market saturation.

Today, you are “holding back” on sending email messages until you reach a critical mass of 100, and thus penalizing folks who join the list early. Rather, you want to celebrate these folks and “wow” them so keep reading and even tell two friends about your newsletter. Instead of thinking about it like a traditional publisher (where everyone gets the same content on the same date), think about it like a short-term email conversation—every subscriber gets the same experience. Email message one comes on day one, regardless if you signed up on June 1st or July 31st.

Offer something of real value for signing up—e.g., a free report or coupon—and use an auto-responder system that allows you to send brief, topical newsletters on a regular basis. If you have already built the website, send that content out in bite-sized, well-constructed tidbits to keep subscribers engaged. This will minimize the work and equalize the experience across all subscribers.

Once you set up this “series” of emails, you can trigger it for all new subscribers, regardless of the day they sign up, or their position in the queue. Using the same series for each subscribers ensure that each has a similar (and optimal) experience.

After you learn from this email conversation, active buyers can be converted to a more traditional promotional email program, where everyone gets the same promotion on the same day. But using a conversation in the beginning ensures that you engage fully with new subscribers, and optimize sales across the board.

Good luck!

Jeanniey Mullen: I would start with a strong subject line that includes the company name and something that indicates these are message they requested. For example: XYZ: Site special offers now available. Or: XYZ is ready to bring you special insights

I would also focus on the copy reminding people that they asked for this info, and VERY clearly giving them an opportunity to opt out of this section only.

Hope that helps!

Chip House: We’ve found that the Welcome email may in fact have the most impact of any email you ever send your subscribers. Opens, clicks etc. all tend to be the highest for an initial email, then can drop off from there if you don’t continue to engage your audience or follow-up on the promised content, education or offers promised when they opted in. My advice is to first put substantial effort into optimizing that email. Sure it is transactional in nature, but make sure you do things like:

- Reiterate what they can expect from you in terms of content and frequency.
- Ask them again to add your “from” address to their address books to “ensure good deliverability and rendering.”
- Don’t forget to make it compelling. Using HTML is best. And don’t be afraid to use the CAN-SPAM legitimized commercial content below the transactional introduction.

Getting off on the right foot will pave the way for your first set of campaigns. If you are speaking to their needs, no need to wait for a critical mass.

Chad White: Welcome emails are absolutely critical. Ideally, they not only quickly reassure subscribers that they are subscribed, but they also set the tone for the relationship and reinforce expectations that were (hopefully) established during the subscription process. Unfortunately, only about two-thirds of the retailers I track via RetailEmail.Blogspot use welcome emails, and then only a fraction use them well, missing the opportunity to promote their content, plug their services and tout unique and popular products. At the Email Insider Summit in May, Niti Chhabra, an email marketing consultant to BabyCenter, said: “Give them a reason to save the welcome email.” If you don’t feel like you’re doing that, then you should sit down and makes some changes.

Almost as important as that welcome email are the few that follow it. With each email they’re going to be asking themselves, “Was subscribing a mistake?” In some cases, you can increase your chances of keeping that new subscriber if you use an onboarding campaign, where you extend the introduction process. I just wrote a reportlet on onboarding emails that may help you, and in a few weeks I’ll be releasing the sequel to last year’s Retail Welcome Email Benchmark Study.

Have some good advice that we missed? Please add a comment and take part in the conversation.

Have a question for the Voices of Email? Email Chad your question at chad@emailexperience.org and we’ll REPLY TO ALL by posting the answers so everyone can benefit.

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Every week the EEC adds new content to its Whitepaper Room. Here are the latest additions:

DMA: FTC Spam Summit Best Practices Presentation Slides
See Jerry Cerasale’s presentation on best practices delivered at the July 2007 FTC Spam Summit.

Chad White: Reportlet - Retailers Missing Opportunities by Shunning Onboarding Emails
Only a handful of major online retailers ease new subscribers into their email programs.

*Have a whitepaper you’d like to contribute? Email it to whitepapers@emailexperience.org.

We had a good debate yesterday about whether email could be helpful in a website customer-review strategy. Three guesses as to where my votes were: squarely with email as a powerful tool for both invitation, dissemination and recommendation.

Customer reviews on websites are hot—because they work. A recent survey by Bazaarvoice and Vizu Corp. shows that three out of four shoppers say that it is extremely or very important to read customer reviews before making a purchase, and they prefer peer reviews over expert reviews by a 6-to-1 margin.

(Note for our U.K. readers: Ratings and reviews by U.K. consumers were important for over 50% of online shoppers. In contrast to U.S. shoppers, privacy and security information took center stage when making a purchase by over one-third of U.K. shoppers rating this as the most important site feature.)

Email is the perfect medium for attracting and distributing this important content. Consider these opportunities for your own program:

- Use email to solicit customer reviews from recent customers. Trigger a feedback survey after select purchases, along with an appropriate upsell offer. For multiple-purchase buyers—who we assume are more loyal and engaged—make the request for a review more explicit.

- Use the content from customer reviews to convert prospects to buyers. Prospects are in greater need of validation for making a purchase, and if the Bazaarvoice survey has any sway, prospects prefer customer reviews six times over company promotions or marketing. Feature customer reviews in your welcome message as well as throughout the first five to six email touchpoints.

- Feature customer reviews in newsletters as a current and dynamic source of testimonials. Many marketers struggle to come up with relevant content (outside of pure promotions) for newsletters. Customer reviews are relevant, engaging and can be extremely good ways to provide product recommendations that don’t feel like sales pitches. These are also a great way to continuously solicit more reviews. Everyone likes to see their name in “lights”—even if it’s HTML.

- Highlight customer reviews as a secondary promotion in promotional emails. Make it a regular feature (monthly or quarterly) to highlight top selling items. Reviews promote your products without feeling like a promotion. Perfect balance for sales messages.

- Use customer reviews as a trigger for lapsed buyers. Send a special email with customer reviews of targeted products. This new approach to the same promotional messages may break through the lethargy.

—Stephanie Miller

I see hundreds of advertising pieces in any given month that companies are looking to send out via email. They range from really slick, graphically dynamic pieces to straight-forward text information. Each has its purpose—and what that purpose is can sometimes be where the problems arise.

Email marketing is a very unique way to promote your brand or products to a consumer. When designing your email message, you have to keep that in mind as there are many issues with filtering, and various things that can cause a spam trigger. So the design always needs to focus on one critical item—what is the point of the message and how clearly defined and visible is the call-to-action?

We recently did some acquisition work for a large well-known company that sent over one of the slickest looking advertising pieces I have seen. Great images, great colors, lots of product shots—you could tell the agency put a lot of work into it. However, it was for those same reasons that the creative piece was not going to work.

First, you can’t send out, via email, a marketing piece that is one big image, or multiple images. That undeniably will lead to a lot of blocking/filtering issues.

Second, specifically identifying over 10 products in the advertising piece will lead to a little confusion or indifference on behalf of the consumer. For optimal results, there should be one call-to-action and focus on one product. I think consumers generally like the online shopping and checkout process to be easy. So focus on one thing, and put all your efforts into that one item.

And lastly, there was a phone number for the recipient to call in their order, but the company did not track where the calls came in from. So they couldn’t tie back the calls to the email campaign itself.

Ultimately this particular campaign didn’t perform as well as it should have.

On the other hand, we did another acquisition campaign for a very well-known cataloger. Their advertising piece was straight to the point. It had one very nice image, a little text, a clear reference to the apparel offer, and a well highlighted promotional offer for free shipping. Short, concise, to the point. It was one of the best performing campaigns we have run all year.

Some general HTML design guidelines and recommendations:

1. Use fonts that are universal on the internet such as Arial, Verdana, Tahoma and New Times Roman so the message doesn’t default to a different font if the user does not have one of these installed on their computer.

2. Use alt tags in the HTML code for each image used in the design.

3. Use headers, especially those that feature the brand/logo

4. Minimize the amount of graphics/images used. Don’t rely on them to be the main content of the message.

5. The subject line should be less than 49 characters, including spaces.

6. Do not use comments in the HTML code of your email as they flag spam triggers.

7. Keep the message size under 50KB for consumer emails and under 75KB for business.

8. Lastly, keep the width of the HTML message under 650 pixels so the design does not potentially get cut off in the preview panels for the recipients.

—Rob Fitzgerald