How to Write a Killer Newsletter

Newsletters are a fantastic way to get the word out about your business. They're also a great way to communicate with employees. The key to writing an effective publication is within your grasp.

Instructions

Difficulty: Moderate

Pick a design program and layout

1. The primary software for designing a newsletter is Microsoft Publisher. However, you can also design one in PowerPoint or Word. Use whichever program you're most comfortable with. One of the benefits of using Publisher is that it offers several different templates. However, Microsoft word offers these, as well.
2. If you're using Publisher 2003, the first step you'll take after opening the program is to choose a new publication from the design templates offered. You'll want to select Publications for Print, then Newsletters. A whole host of options will pop up in the main window for you to choose from. These are the templates. Once you've selected a template, a dialogue box will appear where you can key in your company information. This will automatically populate in the right place in the newsletter. After that, you are taken to your main design windown where you can add your own text and graphics.
3. If you're using Microsoft Word 2003, choose File, New and then key in Newsletter under the search template box on your right pane. A dialogue box will appear offering you template choices to download. After you've chosen one, you can simply start keying in your own text.
4. Using PowerPoint is a third, though highly manual, option. Create a new slide show, set your page to portrait, then start drawing and placing your text boxes and graphics manually.

Make your readers care

5. Headlines and titles should be large, bold and interesting.
6. The type of articles you write will depend upon what you're writing the newsletter for. Common elements in newsletters are guest columns, a calendar of events, brief educational pieces, short interviews, quips and quotes, reviews of past events and reminders about future events.
7. If you use more than one writer, make sure each and every contributor understands the tone you're going for. A light-hearted, funny piece wouldn't fit well with a serious newsletter about a medical procedure for example.
8. It's important to stick to the facts, but try not to be too bland and dry. You'll want to draw the readers into your articles and keep them interested. After all, the reason behind writing a newsletters to share information.
9. Make sure you double check spelling and grammar. This is a no-brainer, but even the best spellers sometimes get things backwards. Make sure you do fact checking, too. Remember that you can use lab reports and testimonials to back up your points.

Add graphics and consider design techniques

10. A picture is worth a thousand words and in a newsletter you probably don't have that much space. Sometimes, photos aren't appropriate, but if they are, allow them to do some of the talking for you. Is there a graphic that symbolizes the point you're trying to get across? Is there a photo of the event you're writing about? Pictures will draw attention to your articles and get people to read! Make sure you caption all pictures.
11. Shorter paragraphs are better, especially for text-heavy stories. If you have to, move some of your text to a sidebar.
12. Use numbers or bullets to break up lengthy text. This is especially effective for serious articles.
13. Add dingbats, charts, graphs, flow charts and other non-photographic art to help illustrate your points.
14. Font is important. It's okay to use more than one, but never use more than three. You might have one font for article text and one for headlines. Serif typefaces are easier to read when they are smaller in point. Sans serif fonts are easier to read when large.
15. Proportion the page. One-column newsletters are hard to read. Formal newsletters typically have two columns. Triple column newsletters are perceived as livelier, more friendly and less formal. Match the format with the tone you're trying to set.
16. Employ graphic devices like exclamation points. These can be used as a screen behind important paragraphs. Ruled lines also help separate articles. Use caps to indicate the beginning of an article. Use a dingbat to indicate the end of an article.