Newsletter How To

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Newsletters are part of a business or organization.
Newsletters are part of a business or organization. (Image: Jupiterimages/Comstock/Getty Images)

Newsletters serve a variety of purposes, such as a company newsletter giving the latest news important to the company and acknowledging good work from employees to an organization’s newsletter telling about the newest programs or even a newsletter for special interests and hobbies. When making a newsletter for any reason, knowing the basics of newsletter format and methods of sending it are important for providing the newsletter to employees, clients or special interest groups.

Establish the name of the newsletter, the group for which it is written, length limitations and important facts to include. The exact information will vary depending on the newsletter and the purpose of the newsletter, but you must decide what news to include. If necessary, do some research on the subject before working on the newsletter. For example, if writing a newsletter for a company, research the products, awards and facts about the products before writing.

Write out a table of contents. The newsletter should have feature or news articles, profiles, editorials, product announcements, good news or successes, questions and answers, fun puzzles or games and ads. Depending on the newsletter, the amount of information, length of articles and type of information provided will differ. Consider adding pictures to the newsletter, which will take up space but attract the audience. The table of contents should have titles for the articles.

Write the articles. The articles should vary in length and type. For example, you can place a short sentence giving a fact near a how-to article for a product of a business, and follow it by an editorial or opinions section. The feature article or main articles should go on the first pages and are usually the longest. Organize the writing in columns like a newspaper and stick to a two- or three-column format as preferred.

Add pictures to the newsletter as appropriate. Pictures might include a shot of an employee holding an award, the picture of a child who has achieved success, or even pictures of products. Add a caption to the pictures. If there is a story with the picture, put it either above, below or along the side of the image.

Place any puzzles or games at the end. Crossword puzzles or games like sudoku can be added to newsletters. Provide a way for customers to respond, such as a subscription page or a contest.

Edit for spelling and grammar. Double-check name spellings, facts and any dates.

Email or print the newsletter as appropriate for the business, organization or group. Online newsletters are less expensive and require email lists while printed newsletters are sent in the mail. Some websites will also include a newsletter page, where visitors can click on a link to the page and either see it directly on the website or obtain a PDF file of the newsletter.

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