Webpro provides managed newsletter services with different levels of client interaction.

Current marketing expectations require a multi mail client compatible newsletter that open in HTML format with in-line (embedded) graphics. There should be no external fetch of graphic images and the mail size should be lean with quality, size optimised images. Unsubscribing can utilise simple "reply with remove" instructions or can be database collected.

Consulting, Troubleshooting and Ad Hoc Support

The client generally has in-house IT skills, owns mail management software, has staff who are HTML design competent and has access to uncapped mail-grade internet connectivity.

We would provide setup and training services to get the programme initiated and would then be available as external, on-demand support. Generally this would be a geographically local service as we would probably be required to be physically on-site.

COSTS
Standard support rate costs of R240+v/hr would apply.

or Outsourced Full Service Newsletter mailings

We use our own staff, mail software and internet connectivity to provide a fully managed outsourced service. This is the more common format which might evolve into a client operated in-house solution over time.

Procedures are as follows:

• The client develops a mailing list which is usually in Excel format. (see Example here) This list is maintained on a daily basis by the client between mailings.
• The list and newsletter content is forwarded to ourselves for processing.
• We compose the newsletter and forward a sample to the client for approval.
• We are advised of the send date and process the mailing accordingly.

Thereafter:

• MailFrom addresses (the source to which undeliverables are sent) are set to an address provided by the client and this mail address is usually dedicated to the newsletter management process.
• Up 10% of mailed-out newsletters will generate returned error messages which need to be evaluated by the client.
  The vast majority of these will be delivery delay notifications which are ignored. There will then be false bounces (about 1%) which need to be resent.
  The remainder (usually about 1% to 3%) need to be checked to see if they are soft bounces (temporary problems) or permanent failures, both of which need follow up. More detail here....
  
• The client would continue to maintain the mailing list until the next newsletter mailing.

COSTS
The costs in these instances are usually prenegotiated on a contractual per-mailing basis. The first mailing operation has an element of setup cost in the HTML assembly and we would usually provide a quote for setup and mailing once we have been given the first content, the design layout and the mailing database.

Features

• We can customise individual mails so that the recipient is addressed by name in the content, and any other stored data such as customer account numbers can also be included. This is a typical merge function.
• Direct clickable links to websites can be included.
• Attachments can be sent with the mails if required.