Beefree blog

Alumni Engagement: How to Create Newsletters Alumni Will Open

Emily Santos
Emily Santos
Aug 20, 2021
Alumni Engagement: How to Create Newsletters Alumni Will Open
Alumni Engagement: How to Create Newsletters Alumni Will Open

It’s no secret that alumni engagement is crucial to higher ed. Former students who feel connected with their alma mater attend more events, engage more with current students and donate more often. Alumni newsletters are a great way to add communication touch points throughout the year.With graduated students being scattered across demographics, email is one of the most effective ways to stay in touch with alum. Alumni newsletters open rates sit at about 25.8% compared to the 21.3% average across all industries. And with an average ROI of $42 for every $1 spent, email remains one of the most cost-effective marketing strategies for higher education institutions.Newsletters also provide versatility, allowing you to raise awareness about your next fundraising initiative, tell success stories, and keep former students informed about alumni association events.Check out some newsletter strategies and content ideas for inspiration to advance alumni engagement at your university.

8 Best Practices for Crafting Alumni Newsletters

Developing a clear content strategy is key to keeping alumni engaged. There aren’t any one-size-fits-all approaches to designing high-converting alumni newsletters for your university. But, there are key best practices that will help. Create better alumni newsletters using these 8 tips.

Establish your workflow

The first step in any strong content workflow is user research. Take time to build a relationship with your alumni before creating an alumni newsletter. Reach out to alumni through LinkedIn, other social media platforms or by attending alumni events. Use these interactions to guide the content, style and cadence of your newsletter.The second step is to establish a purpose for your newsletter. Ask yourself these questions before sending your email:

  • What is the purpose of the message you’re sending?
  • Why is this message important for alumni to know?
  • How are you going to measure the success of this message?

Your third step is to create a visually-engaging newsletter. Create an alumni newsletter from scratch or choose from this collection to help you get started.Finally, test your content and reach out to alumni for feedback. Review open rates, click-through rates and conversions from each message. This will shed light on what’s serving your community best. Repeat this four step process until you find what’s most engaging to your alum.

Pinpoint your KPIs

Set your KPIs by looking at the objective behind your alumni newsletter. Rather than trying to maximize all metrics, measure outcomes by associating a specific KPI with the unique objective of each email.For example, if you are looking to raise awareness through your newsletter, open rates would be a solid indicator of that success. Meanwhile, if you’re aiming to simply attract more alum to an event, click-through rates are a better measurement. Establishing a KPI before sending your email will give you clarity on which elements to optimize.

Find your cadence 

How many emails should you send to alumni each month? Reports indicate that the typical relationship-based organizations send an average of 16 emails per month. But when it comes to the higher education industry, universities are only sending about 7.4 emails each month.The problem is that creating extensive email marketing campaigns is expensive, time-consuming and demands the luxury of additional resources that many organizations don’t have.The number of emails sent each month depends on your budget and your team’s bandwidth. Using cost-effective tools like BEE Pro cuts down on the amount of time and effort it takes to craft an email.

Personalize your outreach

Segmenting your audience is the best way to personalize your alumni newsletter.Segment by breaking down your alumni group into various subsections to cater to each section’s specific needs. You can segment your email list based on geographic location, age, occupation, major and other fitting criteria to increase engagement.Useful data to gather includes:

  • Where do your alumni live - what country, city and state?
  • What year did they graduate? 
  • Which sports do they keep up with? What was their major?

Alumni will read newsletters that touch on their interests. For example, creating a campaign for younger crowds should contain more social media related links or podcasts while older alumni prefer more short and feature stories. Personalization builds that connection through care, concern and understanding of their interests.

Refresh your email list

If you find that you haven't heard back from many alumni regarding your newsletter, it’s possible that they aren’t receiving your email. The contact info you received from alumni years ago is likely to have changed. If you initiate a re-engagement campaign and still don’t hear back from them, it’s best practice to delete alumni that did not respond.Keep in mind that if you continue to send your alumni newsletter to those that are uninterested, you run the risk of hitting their spam boxes. This goes for all alumni on your list. Cleaning your email list will help you reach your active members and avoid spam.Continuously look for opportunities to retrieve this updated contact info from alumni through outreach on social media, virtual alumni webinars and in-person events. For example, start an alumni happy-hour event once a month or a virtual comedy show fundraiser and collect updated emails.

Optimize email design 

Mobile optimization is a crucial part of your strategy to increase engagement with your alumni newsletter template. Alumni have different personal and professional lives which makes it difficult to determine the best way to reach everyone. Luckily, with tools like BEE Pro, you guarantee to reach them in the most optimized way on both desktop and mobile.

Display clear CTAs

Along with helpful links and resources, be sure to include one clear CTA. Reports show that emails with a single call-to-action increased clicks by 371%.When it comes to CTAs, these are best practices to increase click-through rates include:

  • Use a CTA color that fits your brand while also allowing it to stand out amongst the rest of the newsletter content. 
  • Avoid too many distractions and use imagery to guide alumni towards the CTA. Alumni will be drawn to different sections of the newsletter based on their preferences, so one clear CTA is best.

Your CTA will provide feedback on whether your content resonated with alumni by measuring click-through rates. Their click means they’re interested, so be sure to refresh your content if click-through rates are low.

Provide value

Test and evaluate your newsletter content to determine what’s intriguing to alumni. What content are they gravitating towards? Gather the feedback you receive and reframe areas of the newsletter that aren't receiving any engagement or providing value.Alumni-centric content brings value to your newsletter and will show that your intentions are genuine. You will know alumni are finding the content valuable not only by metrics, but also through their email replies.

Content Ideas for your Alumni Newsletter

Fresh content and a perfect strategy are the key to a successful alumni newsletter. Your end goal should be to make your alumni feel valued and appreciated. Highlight your school’s success through acknowledging and thanking alumni for their support. Engage with your alumni through some of these thoughtful content ideas:

Newsletter introduction 

The introduction of your alumni newsletter is the most important part of your newsletter. This is where you reel in your alumni with intriguing content. Some ideas for a great alumni newsletter intro include:

  • School’s mission - Genuinely talk about your school’s ambitions, purpose and values. Discuss a vision that alumni will resonate with. For example,  if you are a welcoming, inclusive school, make sure that alumni feel that. 
  • Stories alumni might find interesting - This should play off your mission statement. What were some values or purposes that you can draw a story out of? Are there exciting changes taking place at your school? Craft a story that emotionally engages alumni.
  • Timely topic - Introduce alumni to relevant or useful information that encourages them to engage. This type of intro discusses any current exciting or moving stories.
  • Message from administration - Alumni appreciate when higher ed officials take time to engage with them and their students. A personalized message providing insight, exciting news, or interesting facts would be a great start to your newsletter. 

Alumni stories

Showcase your alumnus’ successes. Your newsletter should feature alumni success stories to capture where alumni are now and what they’ve accomplished after attending your school. Not only are these alumni stories inspiring and exciting to read, they are also expressing your care for their professional and personal successes. Conduct interviews to provide in-depth personal stories and implement some of these ideas:

  • Alumni of the month - Feature a couple alumni each month with exciting facts or stories about where they are now. Talk about how they are still engaging with your school to excite other alumni to do the same. 
  • Awards - Share alumni wins. Capture pictures and express praise for alumni that have received accolades in their personal or professional lives. 
  • In the news - Be on the lookout for alumni that are featured in the local or national news. Oftentimes alumni in the news may mention their alma mater, which is important to acknowledge and be grateful for. Alumni are always looking for networking opportunities or a chance to boast about their alma mater. 
  • Networking - Sharing where alumni are now and what they have accomplished can help open doors for each other. Creating a connected community will encourage alumni to reach out to one another. 

Catch up with classmates

Although professional networking is important, many alum (especially young graduates) feel connected to their school on a personal level. Help them keep in touch with their classmates by including more personal stories in the alumni newsletter. Use some of these ideas in your newsletter:

  • Feature story - Conduct an in-depth interview with alumni that are willing to share where they are now, both personally and professionally. Reading stories about someone’s journey to finding happiness and success post graduation are intriguing and inspiring. 
  • Short stories - Similar to the feature stories, provide a shorter story covering a couple alumni that went down different paths. Choose a theme for these stories such as “travel stories” or “overcoming adversity”. Or even explore niche topics that your alumni community might care to learn and hear more about. 
  • 10 questions - A short and sweet version of short stories. Interview alumni with a quick 10 questions. Pull information and ask questions that stray from the typical topics alumni get asked: How do you spend your weekends? What podcasts do you find inspiring? Do research beforehand to find topics that resonate with that alum personally. 

Alumni advice column

Current students and alumni love to take advantage of networking opportunities and chances to connect. But many alumni can’t make it to in-person events due to their busy schedules. This is where alumni advice in your newsletter comes in:

  • Alumni advice column - Contact alumni to ask for a quote on certain topics that may be related to your school, their personal experiences, their professional experiences or niche fun facts that would be fun to include.
  • Finding your path tips - Alumni, both young and old, travel on different paths. Some might make a career switch at an older age while others might make several switches throughout their career. This section is useful to interview and gain insight from alumni that have traveled down different roads. 
  • Training Sessions - Offering virtual or in-person training sessions from one alumni professional to the next is a great way to gain insight on things many may not know and would care to learn more about. 

Faculty features

Express appreciation for those that work for your school. Alumni get excited to hear about the individuals that made their university experience so great. Many alumni pass through school without meeting many of these faculty members, so it’s great to share their impactful stories and how they contribute to your school’s mission. Implement these ideas into your newsletter:

  • Inspiring faculty story - Interview faculty that have made a great impact on students. Many alumni will resonate and get excited about seeing these faculty members being recognized through a story.
  • Recognition - Boast about your faculties wins in this section. What are they working on inside and outside of university that should be acknowledged? 
  • 10 questions (faculty edition) - Find the faculty members that are remembered by alumni for their quirks, supportive nature and other inside information that would be interesting to hear about. There are so many faculty members that have distinct personalities that will be remembered by alumni forever. Do some research and digging to find these extraordinary members.  

Alumni engagement

Portraying that alumni are engaging with their school is a great way to reel more of them in. Create exciting events, offer fundraising opportunities and share the excitement through pictures. These ideas all lead to more personalized engagement, which is what is needed to provide true value through your alumni newsletter. Alumni want to see and feel like they are cared for post graduation, and these are great ways to express that. Try these alumni engagement ideas:

  • Social snapshot - Include pictures of alumni on your social media platforms. This will encourage more alumni to get involved while also providing them with the opportunity to share pictures to reach and engage other alumni.
  • Events - Share pictures from past alumni events to encourage alumni to get involved. Also take this space to talk about upcoming event info. Share quotes and fun excerpts from alumni that have attended and enjoyed specific events. 
  • Giving - Recognize donors, promote fundraising events and express certain incentives or recognitions received by alumni for giving back to your school. 

Closing thoughts

Close out your newsletters on a personal note. Include a story, quote or thank you note from someone alumni are familiar with. Be sure to include these elements in your closer:

  • Picture - Place a short bio picture of the individual signing the newsletter. This will put a face to the name and create more of a genuine connection with alumni.
  • Name of sender - Include a real name in the send-off and not just a common one. “Alumni Association” is not as warm and personal as someone’s actual name. 
  • Signature - Provide a written signature on every newsletter. This is a more thoughtful approach. It shows you care for alumni and that you put genuine effort into your newsletter. 
  • Unsubscribe option - Ensure that subscribers can opt-out of your newsletter. Providing autonomy to your subscribers builds trust, stays in line with GDPR privacy terms and helps your newsletter avoid the spam filter. Respect their rights to security and provide them with the option to come or go as they please.

Now that you have an overview of newsletter best practices, it’s time to customize your approach. There are many opportunities to keep alumni engaged, find what works best for your community.

Design with BEE Pro

Create your engaging alumni newsletter in BEE Pro, the best, mobile-responsive drag and drop editor. We’re trusted and used by 15 of the top 50 universities from the US News & World Report, including Harvard, Northwestern, Vanderbilt, Cornell and USC. With hundreds of templates to choose from including an education template collection and features like brand kits, even the smallest departments can design an email in minutes.

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"Pardot is just way too restrictive for our needs."

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Beefree isn’t a replacement. It’s the perfect addition to your workflow

The good news is that you don’t have to abandon Pardot. It is excellent at what it’s built for—automation, CRM integration, lead scoring, and financial compliance. 

But when it comes to design and collaboration, the limitations start to pile up. Whether it’s because of its clunky editor, lack of customization, or the time spent fixing buttons and web fonts (insert eye roll). 

Pairing Beefree with Pardot doesn’t just improve how your emails look, it transforms how your team works. This pair is especially perfect for: 

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  • SaaS, Consumer Brands, and Professional Services: where keeping brand consistency across touchpoints is critical.
  • Higher Ed, Manufacturing, Real Estate: where teams juggle multiple departments, audiences, and localizations.
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Teams from all walks of life all come to Beefree looking for the same thing: a fast and flexible email design solution that seamlessly integrates with their tech stack (without slowing their team down).

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From chaos to control: Why teams choose Beefree

Now that you know what Beefree is, it’s time to talk about how it can help. 

When email production feels scattered (we’re talking files everywhere, last-minute edits, branding inconsistencies), it’s not just frustrating, it’s risky. It opens the door to real mistakes: off-brand messaging, broken layouts, missed approvals, or worse, emails that get flagged for non-compliance.   

1. Keeps your team organized with Workspaces

Instead of one cluttered space where everyone shares the same templates and folders, Workspaces allows you to manage email assets across brands, departments, and regions in unique environments. 

  • Create separation without silos: Marketing ops can manage everything in one platform, while individual teams work independently within their own workspace. It’s the best of both worlds.
  • Prevent cross-team mixups: With workspace-specific templates and permissions, there’s no risk of someone accidentally launching a healthcare email from the real estate workspace.

2. Allows you to move faster without sacrificing brand integrity

Beefree empowers teams to scale production while keeping every email perfectly on-brand.

  • Style Kits: Automatically apply your brand’s fonts, colors, and design settings to every email in a workspace
  • Saved Rows: Save your most-used content blocks (like hero sections, testimonials, or product features) and reuse them across campaigns.
  • Synced Rows: Make a global update, like changing your holiday promo footer or legal disclaimer, and Beefree automatically applies it to every email using that row. 

3. Helps you catch mistakes before they go live

Beefree helps your team build error-resistant emails with features designed to catch issues before they go live. 

  • Smart check: Beefree’s Smart Check automatically checks your designs and alerts you of any red flags, such as missing links, heavy images, and large HTML files, so you can fix them before they cost you. 
  • Built-in approval flows: Ensure the right eyes are on every email. No more chasing approvals in Slack or email threads.

Learn more about sending error-free emails with Beefree: https://beefree.io/blog/error-free-emails-beefree

4. One click export from Beefree to Pardot

With Beefree’s native Pardot integration, your team can export emails with confidence. What you see in Beefree is exactly what your audience gets in Pardot. No weird spacing. No layout issues. No surprises.

Real results: How USC Marshall scaled campaign production with Beefree

In 2020, Dwayne Rice, Senior Associate Director of CRM Management at USC Marshall, was juggling comms for 11 graduate programs. Each had its own drip campaigns, deadlines, and unique audiences.

“I needed an efficient process to crank out emails,” he said.“But Pardot’s editor was slowing us down.”

By switching to Beefree, Dwayne’s team was able to build reusable templates and modular elements—cutting production time and removing the need for third-party vendors.

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Stop letting Pardot’s email builder hold you back

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  • Export to Pardot with full confidence

Start building better emails for Pardot today — Try Beefree for free

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Frequently asked questions about using Beefree with Pardot

1. How does Beefree integrate with Pardot?

Beefree serves as an external email design tool that integrates seamlessly with Pardot. Users can design emails in Beefree and export them directly to Pardot as new templates or update existing ones. This integration streamlines the email creation process by allowing for more flexible and visually appealing designs than Pardot's native editor.

2. Does Beefree provide analytics for email performance?

Beefree focuses primarily on email design and does not offer built-in analytics. However, once emails are exported to Pardot, users can leverage Pardot's robust analytics and reporting tools to track performance metrics such as open rates, click-through rates, and conversion rates.

3. How does Beefree enhance email design capabilities for Pardot users?

Beefree offers a no-code, drag-and-drop email builder that allows users to create visually appealing emails without HTML knowledge. It integrates seamlessly with Pardot, enabling users to export their designs directly into the platform, thereby overcoming Pardot's design limitations .​

4. What collaboration features does Beefree offer compared to Pardot?

Beefree offers robust collaboration features that surpass those in Pardot, including:

  • real-time design-specific comments
  • role-based permissions
  • approval workflows

all available directly within the email design environment. These tools make it easier for teams to co-create and review content without switching platforms. In contrast, Pardot’s collaboration tools are more limited and typically rely on Salesforce’s broader ecosystem for team coordination.

5. Does Beefree support features like AI copywriting or mobile optimization?

​Yes, Beefree supports both AI-driven copywriting and mobile optimization features. Its AI Writing Assistant enables users to:

  • generate email and landing page content or revise existing copy
  • create alt text for images
  • translate content to different languages

Additionally, Beefree's Mobile Design Mode allows for editing of mobile-specific styles, such as:

  • text alignment
  • padding
  • font size
  • and more

to ensure responsive and user-friendly designs across devices.

6. Can Beefree help maintain brand consistency better than Pardot?

Yes, Beefree helps maintain brand consistency more effectively than Pardot through its Brand Style Guidelines feature, which lets teams lock in brand colors, fonts, and content blocks across all email designs.

Users can also create reusable templates and design systems that ensure uniformity, even across multiple teams or clients. While Pardot offers some branding controls, it lacks the same level of built-in visual governance and flexibility found in Beefree’s design-focused environment.

Send Error-Free Emails with Confidence Using Beefree

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We’ve all been there: You craft the perfect email, hit “send”, and just as you settle into the satisfaction of a job well done, someone slacks you: “Hey, something doesn’t look right with that campaign.” 

If this sounds familiar, you should know that you’re not alone: According to the 2025 Really Good Email Survey “90% of email marketers say they have a history of noticing mistakes in their emails after they’ve hit the send button.

This becomes especially common when your team constantly juggles multiple campaigns or makes edits until the last minute. Sadly, even the smallest mistakes don’t just slip through the cracks; they cost you.

Luckily for us all, mistakes can be avoided. And no, not by lighting a Pre-Send Protection Candles™ and hoping for the best. But rather by equipping your team with the right tools that work with your team – not slow them down. Let’s talk about it!

Building your team’s safety net for mistake-free emails with Beefree 

When everyone involved in the email creation process is aligned and supported by smart systems, executing mistake-free emails becomes second nature. Instead of scrambling to do damage control, you’ll want to set up the tools and processes that help your team focus on what they do best: creating emails that connect, convert, and confidently represent the brand.

In this article, we’ll discuss how you can use Beefree to: 

  • Reduce human errors 
  • Implement systems of checks and balances 
  • Establish guardrails & frameworks for on-brand email design

1. Catch mistakes before they happen with Smart Check

Missing links that lead nowhere? Forgotten subject lines? HTML emails that get clipped in Gmail? It’s easy to make little mistakes that derail your campaign’s performance. 

Learn more about Smart Check → 

Beefree’s Smart Check automatically checks your designs and alerts you of any red flags so you can fix them before they cost you opens, clicks, or conversions. Think of Smart Check as your built-in QA partner who will catch:

  • Missing links
  • Heavy images that could slow down email load times
  • Missing subjects & preheaders that impact engagement
  • Missing alt text on images that hurt your email’s accessibility
  • Large HTML files that might affect deliverability (or get clipped in Gmail)

2. Keep every email on-brand with built-in guardrails 

Most of us don’t nail the perfect campaign on the first try. Great emails are a team effort. However, when multiple teams are involved in the email creation process, branding can quickly go off the rails. 

A misused font, clashing colors, or buttons that are too small to click don’t just make emails look disjointed—they can damage your brand’s credibility.

With Beefree’s Advanced Style Kit, you can set clear, predefined guidelines for fonts, colors, spacing, and more—so every design starts on the right foot. Once configured, all new emails automatically inherit your brand styles, reducing the need for constant oversight and minimizing errors.

Advanced user permissions let you lock down specific design elements, giving you full control over what can (and can’t) be edited. That means anyone on your team—regardless of design expertise—can confidently create emails that look and feel like your brand.

3. Empower your team to create with confidence with reusable content

When your team isn’t bogged down by the cumbersome process of creating content from scratch (or fear of going off-brand), they can move faster—and with far more confidence.

With Saved and Synced Rows, you can provide your team with pre-approved content blocks—like headers, footers, and other commonly used design elements—that they can use in their designs without creating them from scratch. That ensures design consistency, eliminates redundant work, and makes email creation a lot faster.

Learn more about Saved Rows → 

4. Ensure your team is aligned with centralized reviews and approvals:

Creating the perfect email often takes a team of designers, copywriters, marketers, and other team members working together. But when multiple people are involved, endless back-and-forth and feedback scattered across multiple conversations and channels can slow things down, lead to miscommunication, and ultimately cause mistakes. 

With Beefree’s built-in commenting, your team can collaborate and share feedback where the work is actually happening—right inside the builder. And if you’d like to involve external reviewers into the review process, you can do that as well. 

Learn more about commenting → 

Plus, with Beefree’s built-in Approval flow, you can ensure your designs are reviewed and approved by the right stakeholders. Stay aligned with real-time notifications on design changes, lock edits on approved content, and get a clear view of project status for smoother team collaboration and high-quality results.

Learn more about Approvals →

5. Need an additional pair of eyes? Use the power of AI to support your team

Take some weight off your team's shoulders and use AI to support them in the final stretch. Whether it’s catching typos, flagging inconsistencies, or suggesting optimization, AI can be a saving grace when deadlines are creeping in.

For those times when you can’t remember the difference between “there, their, and they’re,  Beefree’s  AI Writing Assistant is there to help. This eager-to-learn helper can  review your copy for grammatical errors, tone of voice, and even share suggestions for making it just a bit more compelling. Our AI Writing Assistant can also seamlessly translate content or automatically generate ALT text for images to enhance the accessibility of your emails. 

Learn more about AI-powered content creation in Beefree →

The tangible cost of email mistakes

Mistakes don’t just impact performance; they slowly erode credibility. What starts as a small oversight can be a massive inconvenience for your readers, sending them straight to the unsubscribe button. As for your team, mistakes chip away at their confidence. Instead of brainstorming for the next campaign, they’re scrambling trying to figure out how to do damage control.   

When done right, email is a powerful tool for connecting with your audience. But a single mistake can unravel that connection and undermine trust.

  • A missing or broken links can interrupt your subscribers’ journey to conversion, negatively impacting campaign performance.
  • A missing subject lines means your emails won't stand out in the inbox, hurting your open rate
  • An awkward typo might signal a lack of attention to detail
  • An off-brand design can make your brand look disorganized
  • An email that gets clipped in Gmail because it’s too big means some subscribers might never see the full email content.

Design error-free emails and send with confidence with Beefree 

Beefree helps teams of all sizes create polished, on-brand emails—without the risk of costly errors. With built-in safeguards, streamlined approval flows, and collaboration tools that keep everyone aligned, Beefree acts as your team’s system of checks and balances. From first draft to final sign-off, you’ll have everything you need to send with confidence, build trust, and get results.

Try Beefree's Business for free for 15 days and get access to all of Beefree’s tools that help you catch mistakes, streamline collaboration, and send with confidence every time. Or schedule a call with one of our experts to discover everything Beefree can support your team.

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