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Email newsletters process


We create University of Otago themed email newsletters that you can send to your mailing list, or you can utilise the University’s mailing lists.

Email newsletters are a good way to share information with your audience. Consider sending them to run alongside existing campaigns or to promote an upcoming event.

The email newsletters use a University template, but can incorporate your chosen imagery.

If your mailing list includes Otago graduates please contact the Development & Alumni Relations Office as they manage these lists.

Time frame

Depending on your requirements this can vary.


Request for development

Please provide us with some basic information and your high-level requirements. This helps us start to develop an understanding of what it is you need.


Project planning

The Web team assesses the scope of the project and the stakeholders involved, to allocate resources, and fits the project into our work schedule.

Provide us with information

To create your email newsletter we require:

  • Text content
  • Link information (ie, which web pages you wish to link to)
  • Content images
  • Header image and title
  • Whether you will be sending it out yourself, or through the University’s mailing lists


We will design your email newsletter based on your requirements and the text and imagery content that you have provided.


Development will only begin once all the required information has been received. This is when we will make your email newsletter. We will test it on some different email clients to ensure it appears correctly.

User acceptance testing

Once the email newsletter is developed it needs to be thoroughly checked over by your department//division/group to ensure that it is displaying the way you expected and that the information is correct.

Sign off

Official sign off by you, your department/division/group is required. The email newsletter can’t be sent out until this happens.

Mail out

The email newsletter can now be sent out to recipients.