Email Best Practices

Attachment: 3585/Email_Messaging_Tool_Best_Practices.docx

Best Practices for CB Email Blast Tool

What is it?

A tool built into CitizenBuilder for mass email.

Who uses it?

COS state leaders and District Captains.

Why was it created?

To empower COS leaders to easily send mass emails and activate supporters in their area.

When should I use this tool?

* For state leaders: When contacting subscribers in your state.
* For District Captains: When contacting subscribers in your district.
* When sending a group email to members of your COS state team.

Who has access to send to who?

* District Captains can send districtwide + state leaders.
* State leaders can send statewide.

How do I use this tool?

* Click here for the __How To Video__ and here for a video __formatting checklist.__
* In the CitizenBuilder dashboard select Manage Email Blasts, select New Email, and select your state’s blank template from the dropdown menu.
* Add recipients criteria and fill out the fields to create your email. Don’t forget to Save!
* Note: All emails designed to elicit legislator contacts should link to a CitizenVoice page. Contact your Regional Director to set up a CV page or confirm use of an existing page.
* Note: All emails inviting recipients to a statewide event should link to a CitizenVoice registration page. Contact your RD to set up a page or confirm use of an existing page.

Review Process for Emails with 500+ recipients

* When the email is ready to send, select Ready for Review to trigger the review process.
* Note: If you need an email scheduled for a specific date/time, include those instructions in the Comments section.
* The national review team will review and send submitted emails with 500+ recipients.
* Note: All emails containing legislative strategy should be marked as such if the email refers to legislators by name in relation to their position on COS, indicates timing of committee hearings, votes, or other legislative actions, or indicates our expectations for what will happen with our resolution. This will trigger an internal review from staff to ensure the sender is on the same page with state and national strategy. Generic “contact your legislator” emails need not be marked legislative.
* Plan ahead and allow at least one business day for your email to be sent from the time of submission. Delays may occur if the email is submitted during a weekend or holiday.

Review Process for Emails with 499 or less recipients.

* Emails with less than 500 recipients will operate on an honor system, unless it contains legislative strategy.
* When your draft is ready, send a test to someone you trust to check for formatting, spelling, and content.
* Once you’ve made corrections, continue to the checklist and schedule or send.

Reminders

The following rules are in consideration of state/federal law and protection of the organization’s resources. The feds and/or Soros allies will eventually come after us, so we strive to keep our proverbial nose clean.

* We do not promote other organizations/groups. Just because our values align with another group does not mean we can use COS resources to advocate for them.
* We do not promote candidates for office except under special circumstances.
* We do not promote non-COS petitions or initiatives.
* Promotion of non-COS legislation must receive approval before an email blast is submitted.
* Please contact your Regional Director with any questions on the above.

CitizenBuilder Mass Texting

* Regional Directors are responsible for reviewing/sending texts.
* Include a reference to Convention of States in the text so people know the source.
* Include a CitizenVoice link for major events or legislative calls to actions.

Page Metadata
Login Required to view?	No
Created:	2023-04-05 17:26 GMT
Updated:	2024-04-06 03:00 GMT
Published:	2023-04-05 03:00 GMT
Converted:	2025-11-11 12:26 GMT
Change Author:	Van Walter
Credit Author: