Ideal outcome
99% of the campaigns are sent without a single obvious error
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SOP-001
How to QA Emails
Simple, repeatable steps to verify that new email campaigns are sent without obvious errors, its content is displayed properly, and it has no broken links.
Type
SOPs · DOC
Execution time
5-10 minutes
Last updated
25 March 2024
Who does this
The person responsible for email marketing in your organization. If it’s only you, then guess who’s responsible for this :)
Why it matters
You can’t take back mistakes made in email campaigns. Your only option when that happens is to send a follow-up email with a correction or clarification, which dilutes the impact of your campaign and can be annoying to some subscribers (resulting in a higher unsubscribe rate.)
Key steps 14 steps
What is inside 18 headings
1 Before Starting: Install a couple of extensions/plugins 3
- If you don’t have it already, install Grammarly (the free version will be good enough.)
- Install Check my links .
- Download the Gmail mobile app from the Android Play Store or iOS App Store .
2 Use Grammarly to check for simple grammar and spelling mistakes. 3
- Open the email compose window in the email service provider.
- Check if Grammarly is able to load in the text editor of your email service provider. You will know because there will be a Grammarly icon in the bottom right corner of the text field.
- Next, check the words or phrases that have been underlined by Grammarly. Accept or ignore all of Grammarly’s suggested changes until the icon on the bottom right corner turns green and shows no more errors.
3 Check email in Gmail’s web app. 7
- From your email service provider, send a test email to your own Gmail or Google Apps email address.
- Make sure your browser window is in full screen and check that the email subject isn’t truncated.
- Next, verify that the email’s preview text does not include file names (this can happen sometimes if you include logos in the header of the email and don’t include any copy before the image.)
- Open the email.
- Check that the email meets the following criteria:
- Use the Check my links Chrome extension to check for broken links. To do that, click on the extension and wait for the queue to reach zero.
- Finally, open every link in the email to make sure that each of them is linking to its correct destination URL.
4 Perform a mobile sanity check with Gmail’s mobile app. 1
- Open the test email with the Gmail mobile app and check that it meets the following criteria:
The document DOC
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