Zuzanna Sarapata

Batch correspondence

Publication date
4 min reading
Table of contents

    Technology is advancing constantly, things that used to take a lot of time can now be done with just a few clicks. This significantly improves the efficiency and above all the speed of our work. When creating ads in Google Ads none of us manually counts how much an ad costs, we just look at the CPM, the same way sending a large number of similar messages makes no sense to write each of them separately. A helpful solution here is the mechanism of serial mailing, which many of us use in everyday work. In this article, we will explain the rules of batch correspondence.

    What is batch correspondence?

    If you want to send very similar messages to many people, for example inviting them to an event, you can create separate messages for each person. However, it would be much simpler to create a template for such a message and put the personal data of each person in specific places. This is what batch correspondence is. It's a mechanism that allows you to mass create (and then send) personalized messages. Of course, how much you want to personalize the message is up to you. We are not saying that you can enter only the first and last name as a variable. You have complete flexibility.

    Examples of batch correspondence

    Serial correspondence is often used for sales purposes. If you get a new lead into your database, you send them a welcome email. But think about what would happen if you got 100 new contacts at one time. After all, writing 100 of the same welcome emails will be pointless. Some people will choose to send one message and write 100 recipients into it. However, this will not allow for any personalization and thus the CTR of this email will be very low. This is a perfect example of batch mailings and how they apply to your daily workday.

    Imagine that you are organizing in your company several days of training for employees from all over Poland. 60 branches, each consisting of 3 people. The CEO has asked you to do 5 training sessions each day. 4 branches can participate in one session at the same time. The number of configurations is so large that sending separate emails can easily cause a mistake. After all, you have to send messages to 3 employees for each branch. Each branch has a different day and time reserved. There are a lot of variables, and by copying and pasting emails an unconscious error is guaranteed. Thanks to batch mailings you can first write everything down, e.g. in Excel, and then the data will be automatically inserted into your emails. What's more helpful, you can send them with one click. Remember to test/exercise batch correspondence by firstly sending it only to you. This way you will see if all the variables are correctly entered.

    Remember that it's a good idea to include a CTA in each email, whether it's a button or text so that the message of your email is stronger and encourages or even prompts interaction.

    How can I create batch correspondence?

    We will tell you how to create a serial correspondence step by step. The method will differ depending on what program you want to use and what function you want to perform. You can create it in Word, Excel, or an email program. Nowadays most of us use email, so this is the example we will demonstrate. Keep in mind that it may vary depending on the tool you use.

    How do I make a batch correspondence?

    The best way to start is to create an email template. Write it like any other, but leave … in places that contain a variable. You can think about making the email impersonal, this way you avoid a large number of variables depending on whether you are writing to a man or a woman. An alternative is to create two mails, one in the male version and one in the female version.

    How to create a list for batch correspondence?

    Your list, or database, is divided into columns. The first line of a column is in most cases a name that defines a variable (you will later insert it into an email, so it must be unique). Such variables are e.g. email address, date, first name, last name, discount code etc. The number of columns is unlimited. Remember to fill in all the fields in the rows, otherwise, the final email will look improper to the recipient.

    How do I insert fields in a batch correspondence?

    In our case, the variable is inserted in {{}} characters. If your variable is a first name (and the column will be called "name"), then your variable will look like this - Dear {{name}}. More names will be inserted under the variable.

    How do I add an attachment to a batch correspondence?

    In our case, all you need to do is add an attachment to the original email, and each recipient will receive that attachment.

    How can I send a batch correspondence?

    The methods vary from tool to tool. In our example, we simply click send email and it automatically downloads all the variables. Remember that such sending may take a while.

    When is it a good idea to use batch correspondence?

    There are quite a few uses for batch correspondence. The most obvious one is when you need to send a lot of repetitive emails to many addresses. However, the truth is that you are limited only by your imagination. You can use batch correspondence in acquiring new clients, servicing existing clients, organizing promotional campaigns and in many other situations. Batch correspondence is a very useful tool, and above all, it allows for full personalisation, which is the most important nowadays, because each of us likes a message addressed just to him.