What should I include when creating email templates for my campaign?

Answer

Default templates are already included on the platform when you create your campaign. You will also have the ability to create your own email templates. If you choose to do this, there are several factors that we advise to include within your templates.

Background

As these are the only email communications your suppliers will receive (if you have not opted for pro-active engagement), we highly recommend that the invitation code for your campaign is included in any templates you will be using for the campaign. The invitation code enables the supplier to share their responses with you. In other words, this links the suppliers response to the correct campaign so that you have visibility of their responses. This should be included as minimum in all your invitation and reminder templates.

On the template, your request for suppliers to complete the assessment must be as clear and concise as possible with step-by-step guidance yields the best results. We also suggest that the invitation email is firstly issued to suppliers from your own email address, prior to sending the invite email from the platform. This provides your suppliers with additional assurance that it is a legitimate request.

If you have sent your suppliers an engagement notice or invitation letter, it is useful to include the date that you sent this so that suppliers can refer back to your email.

Steps

1. Sign in to the platform and select the option for ‘Your dashboard’
2. Select the ’Suppliers’ tab and click on 'Manage categories'
3. Click ‘Manage your templates’ on the right-hand side
4. Click ‘Add template’ to create a new one or click on the name of an existing template to edit it
5. Provide a name and description that will be displayed on the ‘Manage your templates’ screen. This is for internal use only
6. Create your template on the following screen. You can copy and paste a pre-prepared template if you have one
7. The tags on the right-hand side can be used to create dynamic emails. The tags use the suppliers details provided in your CSV file to populate the email. The scope and description sections can be used strategically to tailor each email to the suppliers
8. Once you are happy with your template, click ‘Save’
9. Preview the template by clicking on its name and then clicking ‘Send’ on the next page