Create and send your own newsletter in 4 steps — Here's how [October 2025]

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Step 1: Define the target group and purpose of the newsletter

Before you dive into designing and sending your newsletter, it's crucial that you have clear Define goals and your Target group Keep a close eye on it. Only if you know what purpose your newsletter should serve and who you are using it address If you want, you can develop an effective and targeted marketing campaign.

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Which goal should the newsletter fulfill?

The first question you should ask yourself is about the overall goal of your newsletter. Would you like to inform your customers about new products and offers? Do you want to deepen existing customer relationships? Are you striving to attract new customers? Or would you like to demonstrate your expertise in a specific sector or on a specific topic?
The clear Defining the goal helps you to target the content and message of your newsletter. It also allows you to use the Your campaign's success to measure and verify later whether your goals have been achieved.
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Which target group should be addressed?

Once you've defined your goal, it's crucial to pinpoint your target audience. Who are your potential readers? What age groups, interests, and needs do they have? The more you know your target group, the better you can tailor your newsletter to their wishes and expectations.
Remember that different Target groups too different needs Can have. It can therefore be useful to create different newsletters for different segments of your target group in order to enable an even more targeted approach.

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Step 2: Write a newsletter

Once you've defined your target audience and goal, you can move on to step 2: The Selecting the right content for your newsletter. From our many years of experience in the marketing sector, we have the most important Tips and tips for creating newsletter content summarized. As always, feel free to contact us if you have any questions!

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12 tips and tips for creating newsletters:

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1.: Title
A personal salutation that contains the recipient's name can strengthen reader loyalty. You should definitely use a newsletter tool that can automatically implement personalized salutations.

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2.: Content
Make the content of your newsletter compact and understandable. Structure it clearly and add informative links or call-to-action elements at the relevant points. Make sure that the newsletter writing style matches the tone of your brand. If you are unsure which topics are well received by your readers, you can send out different versions and evaluate the clicks. Most newsletter tools offer extensive analysis options for A/B testing. And: Keep it simple — Avoid overloading and ensure clarity.

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3.: Pictures
Use images in your newsletter to make it appealing. For WhatsApp newsletters, you should not send more than one picture. Make sure to clarify the image rights and use royalty-free images when necessary.

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4.: Give your customers added value
Since your newsletter campaign aims to establish a personal relationship with your customers, you should definitely make sure that you also offer them tangible added value. You should also pay attention to the usual communication on the medium you have chosen: WhatsApp newsletters are not the right medium for advertising the current special offer every week. Instead, remind your customers of service appointments that they would otherwise forget, or use their WhatsApp newsletter to send birthday greetings and send a personalized discount voucher. If your customers do not find any added value from their newsletter, they will be unsubscribed within a few weeks.

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5.: Pay attention to the correct frequency
The frequency with which you send out your newsletter is just as important as the quality of the content. No customer wants to be “bombed” by businesses on WhatsApp or via email. However, occasional notes and messages with added value are a welcome guest in the inbox. We recommend a 14-day rhythm to start with.

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6.: Especially with WhatsApp newsletters: Create a sense of exclusivity
As a personal means of communication with your customers, WhatsApp is particularly suitable for creating an exclusive shopping experience. Use your WhatsApp campaign, for example, to let your customers take a look behind the scenes of the company. In order to increase the number of users of your WhatsApp newsletter, it also makes sense to present all product news or announcements there first before they are published in other advertising media. Recipients of e-mail newsletters do not feel that they belong to an exclusive circle anyway due to the mass sending of newsletters via this platform.

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7.: Placement of content
Place your most important content at the beginning or above the first section of the screen because your readers have limited attention.

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8th: Call to Action
Use effective calls to action (CTAs) to generate sales or website traffic. Link to the advertised product or service directly in the newsletter. This works for both e-mail and WhatsApp newsletters.

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9.: Marketing automation
Use marketing automation to send targeted emails based on your subscribers' behavior. For example, when an item is forgotten in the shopping cart, when services are recurring, or if the items purchased from you are pending maintenance.

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10.: Appealing design
Make click elements stand out clearly from other content. Choose suitable colors that match your brand and, depending on the target group, also use a few emojis.

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11.: Avoid display errors
Check your newsletters for display issues and use templates as needed.

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12.: Choose the right platform
Use e-mail newsletters as usual, take advantage of the WhatsApp newsletter or simply by post? In the next chapter, we will look at choosing the right newsletter platform.

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Step 3: Collect opt-in from recipients

Regardless of the choice of newsletter channel (WhatsApp, e-mail, post...), it is important that a Recipient opt-in must be obtained. Sending advertising or saving personal data without subscribers' consent or through an opt-out has long been prohibited in the EU. In contrast to the opt-out, in which the data subject must actively object to the storage of data or the receipt of advertising, the recipient must actively consent when opting in. The conditions for consent are in Article 7 GDPR regulated.

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There are many ways to collect the opt-in: Either Pop-Up on the website, by form to fill out, as a link to social media or as an invitation in the via Mail sent order confirmation. With a little creativity and attractive incentives, such as a discount on the first purchase after subscribing to the newsletter, you can quickly build up a large number of loyal newsletter recipients. hellomateo is happy to help you with this.
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Step 4: Sending out newsletters — choosing the right channel

Now that you've created your newsletter and collected the opt-in from your recipients, it's time to send it Sending. Choosing the right one is Dispatch channel critically important. Different channels offer different advantages and disadvantages, and it's important to choose the channel that best fits your goals and audience.

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Email newsletter:

advantages:

• Email is a widely used and cost-effective delivery channel.
• You can perform detailed analyses to measure the success of your newsletter.
• Email newsletters can contain any amount of text and, provided that the maximum file size is not exceeded, also some images

Disadvantages:

• Emails can quickly end up in the spam folder, especially if they are not formatted correctly or are confusing
• Competition for email newsletters is high. It is very difficult to attract the attention of recipients.
• Opening rates and response rates are very low. Only a very few recipients can be converted to customers.

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Newsletter by post:

advantages:

• Newsletters sent by post are physical and tangible, which can increase attention.
• There is no spam filter at Post.
• You can target local target groups in a targeted manner.
• Older people in particular are easy to contact by post.

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Disadvantages:

• Shipping by post is extremely expensive and requires a lot of time and human resources.
• Newsletters sent by post can be intrusive, particularly among the younger generation.
• When sending mail and printing content, natural resources are consumed.
• The poor environmental footprint could have a negative impact on your customers' buying decisions.
• There are hardly any opportunities to track and analyze success.

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WhatsApp newsletter:

advantages:

• WhatsApp messages have very high opening and response rates and are read quickly.
• The personal user atmosphere on WhatsApp increases customer loyalty and influences consumers' emotional buying decisions in your favor.
• The high conversion rate results in significantly increased sales revenues.
• Hardly any competition: So far, only a few companies advertise on WhatsApp. Between personal messages from friends and family, your newsletter will get the attention it deserves.
• Automated responses and message templates make communication easy.
• Direct contact and interaction: You can get in touch with recipients directly and respond to queries or concerns in real time.
• Broad user base: Over 60 million users in Germany alone.
• No spam folder: WhatsApp newsletters are reliably received by recipients
• Personalized communication: WhatsApp enables personalized communication with text modules such as the [Recipient's first name]

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Disadvantages:

• Sending WhatsApp newsletters is chargeable And must be over the WhatsApp Business API take place. With hellomateo, you get access to WhatsApp newsletter marketing.
• Die WhatsApp trading policy must be complied with. For example, newsletters related to alcohol, tobacco, medicines, and weapons are not allowed

The choice of delivery channel depends on various factors, including your target audience, budget, and marketing goals. Depending on your choice of delivery channel, you should opt for an appropriate newsletter tool.
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The result for most companies: Higher customer lifetime value, increased sales and higher company profit, including through upselling and cross-selling. More information about the You can get the benefits of WhatsApp marketing here

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Create newsletters with hellomateo's WhatsApp newsletter tool

hellomateo offers a professional WhatsApp marketing tool for your company and a comprehensive WhatsApp marketing service. The service portfolio ranges from setting up the WhatsApp API to individual tips for collecting opt-ins, maintaining customer data and creating newsletters for your target group to in-depth analyses. We offer a service that is individually tailored to your company and a professional WhatsApp marketing tool for your business. This makes it possible to effectively increase sales, increase customer loyalty and make customer communication highly efficient.
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We at hellomateo are your messaging experts when it comes to customer communication and appropriate marketing. Hundreds of companies are already using hellomateo and are impressed. Our customers particularly appreciate the following benefits of hellomateo:
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• ‍Central user interface: hellomateo combines WhatsApp Business Platform, email, Instagram, SMS and Facebook Messenger in one central inbox. The intuitive user interface includes various tools for efficient customer communication and saves you valuable working time.
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• integrations: With hellomateo, you can use WhatsApp in integrate over 6,000 software programs and fully automated Customer trips create with invitations, order confirmations, shipping information, invoices, and reminders.
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• Newsletter marketing: Send GDPR-compliant Newsletter via WhatsApp or SMS and benefit from opening rates of over 90%.‍
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• Assessment management: hellomateo can Automatically request online reviews from your customers, which boosts your Google ranking and trust in your company.
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• ‍Data protection: hellomateo meets all German and European Data protection requirements and offers end-to-end encryption for secure customer communication.
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• scalability: Our software is suitable for Businesses of all sizes and can be extended indefinitely depending on the package.‍
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• ‍Diverse AI features: Our AI agent can automatically answer customer inquiries in chat, answer calls, help with the formulation of messages and much more.
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Arrange a non-binding and free consultation and we'll show you how hellomateo covers your communication needs! Simply book an appointment here or write to us via our web widget.

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