Staffing Email Marketing Template: A Step-by-Step Guide to Writing an Effective Email

It’s almost become conventional for marketers to reach out to journalists and bloggers to talk about their industry. After all, as bloggers and journalists become more aware of the value of their content and grow their platforms, so too does the influence of their newsletters and emails.

Whether you’re a brand new to the field or have been in existence for decades, you know how tedious and ineffective email marketing can be. But fear not! With a little advance preparation and research, you can easily turn heads with a thoughtful and well-executed email campaign.

Here, we’ll walk you through the process of creating an effective email marketing strategy using HubSpot’s own sample team email marketing template, starting from the inside out.

Set Up Your Email Marketing Mailbox

The first thing you’ll need to do is set up your email marketing mailing list on HubSpot. This is a good place to keep track of your subscribers and stay organized. You can also use this area to segment your list by interests or demographics.

Creating interest-based email marketing segments is something you can do with precision within HubSpot, thanks to the power of automation and the segmentation features built into the platform. For example, let’s say you’re an eCommerce business and you notice that female users on your site are more engaged with your content than males are. You can create an email marketing list that includes all of the women in your database who are also interested in eCommerce.

Alternatively, you can use HubSpot’s demographic targeting to create a segment based on user data such as age, gender, location, and interests.

Find Your Target Audience

If you’re just getting started, it might be hard to know where to focus your efforts. That’s why you need to do some research before you begin developing your strategy. Luckily, HubSpot makes it easy. All you need to do is enter a custom topic of your choice into the search bar, and multiple data sources will pop up. You can choose between email, social, and mobile interactions to see a breakdown of the usage habits of your target audience.

You can use this information to tailor your approach and determine the type of content and channels that your target audience will value the most. Do a little bit of research using HubSpot’s own demographics, and you’ll have a good idea of what resonates with your audience, which will help you determine the right course of action for your brand. For example, let’s say you’re a luxury goods brand and your audience is mostly comprised of millennial males—your perfect customer! You can create a content schedule that targets this audience on your site, through email, and on social media.

Determine Your Goals and Objectives

The next step is to figure out your goals and objectives for the email campaign. To start, you can use HubSpot’s email templates to get the general gist of what a typical email campaign looks like. Then, you can dive into the more sophisticated portions of your plan, such as goal setting, audience analysis, and measurement. To define these contentions, simply click the “+ Add Goal” button at the top of the left sidebar and a pop-up will appear, encouraging you to set a goal for this campaign.

For instance, perhaps you want to increase store purchase value by 10% this month. You can use the goal setting functionality within HubSpot to accomplish this.

Create an Outline

Now that you have your goals and objectives in place, you can begin to put your plan into action. The first step is to create an outline, which will serve as the blueprint for your entire campaign. You can use this step to map out ideas for future campaigns or even re-use content from previous emails. You can also use this step to group similar tasks—such as sending out a series of educational emails to increase engagement on your site—into a single action item, making it simpler to keep track of your progress.

Research Your Topic

With your goal and objectives in mind, it’s time to dive into the details of your plan. The first step is to research your topic. You’ve got a general idea of what you’re going to write about, but now you need to find the exact statistics that back up your claims. Remember, your email’s topic should be concise and easy to understand. While being informative is always a good thing, those who receive a lot of email often want to avoid information overload, so keep your emails short and sweet.

When you find the information you need, take some time to review it and make sure that everything adds up. Otherwise, you’ll be tempted to fudge the numbers to make your argument. Before you continue, it’s important to note that you should only use public information and resources, and never falsify company data or claims.

Develop Supporting Facts

Now that you have the basics of a formal education behind you, you can begin to develop the facts and figures that back up your claims. Before you begin writing, it’s important to gather all of the supporting evidence and data that you can. Sometimes, it can be tricky to find the exact source that you need, but don’t worry—you’ll find it. And even if you don’t, there are reputable sites out there that can get you almost anywhere.

Create a Chart or Graph

The next step is to create a chart or graph to display the information you collected. A well-designed chart or graph can make your data seem more professional and add a visual element to your argument. With a bit of design and the right information, you can create a chart that will make your email marketing stand out.

Whether you’re using Google Sheets or something else, creating a chart can greatly improve the readability of your email. Remember, your goal is to make your email stand out, so anything that will help accomplish that is worth considering. Once you’ve got the chart designed, it’s time to test it out. Sometimes, these things take a little bit of trial and error to get right.

Create Action Items

The last step is to create action items, which will serve as the specific goals you set out to achieve during this campaign. Make sure that each action item is concise, yet detailed enough for you to track your progress. Your action items should be measurable and worth celebrating, so be sure to include details about how you’ll measure your success.

As you work through your plan, you may find that some tasks are easier to accomplish than you think. Seeing as you’ve already gone through the research stage and have a solid outline in place, it’s time to sit back and enjoy the sweet fruits of your labor. You can use the “+ Follow Up” button at the top of the left sidebar to create a task to follow up with this group, or you can send a stand-alone email by clicking the “Send a Private Message” button.

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