If you are new to writing a newsletter, these nine tips will help you get started:

Tip #1: Unless you are a one-man (or woman) shop, you must be sure to have the support of other people in your organization. For example, do you run a small business with a partner? The two of you must be in agreement about the content and appearance of the newsletter. Are you part of a hospital marketing department? If so, be sure that everyone (your boss, a trustee or two, the chief medical officer, for example) is in agreement on the newsletter’s goals.

Tip #2: Early on, be sure you are clear about the budget for your newsletter. If it’s very small, plan accordingly-or plan a strategy for persuading senior managers to release some more funds.

Tip #3: Long before you start to write anything, be clear about the purpose of your newsletter. Is it for employees, or customers? Or are you going to use it to reach a wider audience? Are you using it to sell your services or products? Or to keep members informed about the success of your not-for-profit activity? It’s essential to know your purpose, as a foundation for your writing and appearance.

Tip #4: Who is your audience? Professionals, such as attorneys, or surgeons? A general audience with a wide variety of reading skills? People who like to eat out at intimate cafes? If your job is to advocate for the environment, do you want just to inform members, or are you cultivating new members as well? The clearer you are about your audience, the more effective your newsletter will be.

Tip #5: Start building your mailing list early. If you already have a complete list of names and addresses, are they in a format that is useable for printing labels? If you are going to email your newsletter, are email addresses ready to go? How are you going to collect names and addresses?

Tip #6: Think through the size and shape of your newsletter: how many pages and how many issues each year? Four color or black and white? What kind of paper? How much will it cost to print and mail? Is it essential to use hard copy? Are you going to attach your newsletter to an e-mail? If so, you might want to think about working with an e-mail service provider.

Tip #7: Identify your contributors and cultivate their good will. Unless you are a whiz at writing about many things, you’ll want a variety of voices to make your newsletter lively and interesting. Be sure you are clear with people about deadlines, word counts, and topics. Thank them for their willingness to contribute and invite them to let you know how their article is coming along.

Tip #8: To reduce unpleasant surprises, have a production plan. Starting with the printing/mailing date, work backward. When do you need final copy for each article? When does the graphic designer need word counts and other information to do layouts? Are there senior managers who want to sign off on content? Are there graphic elements or photographs that require extra time?

Tip #9: A newsletter is a wonderful way to stay in touch, and well worth the effort. Give yourself a pat on the back now and then, and take an occasional break. Good luck!

Copyright (c) 2010 Jane Sherwin. You may reprint this entire article and you must include the copyright info and the following statement: “Jane Sherwin is a writer who helps her clients communicate their strengths and connect with their readers.”

Author Bio: Learn more about Jane at http://worddrivecommunications.com/index.htm and the ways she can help you with your communications. Subscribe to Jane’s free monthly e-newsletter at http://tinyurl.com/2enrdqx for practical tips on communicating effectively with customers, clients, employees and the public.

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