Email Template Quality Check Guidelines
Last Modified on 03/20/2026 11:46 am MDT
Before scheduling an email, it’s important to complete a quick but thorough quality check to ensure accuracy, consistency, and a smooth recipient experience. This checklist outlines the essential steps to confirm your content, design, links, settings, and sending details are all correct. Use it as a reliable final review to catch errors early and send every message with confidence.
Email Details
| Item | Description |
| Campaign Name | Is the email using the correct naming convention? |
| Subject Line | Is the email using the appropriate subject line? |
| Preview Header | Is the email using the needed preview header? |
| Contact Source | Have you chosen the correct audience for this email? Are you contacting the correct guests with this audience? |
| From Name | Is the correct From Name listed? |
| From Email Address | Is the correct From Email Address listed? |
| Reply To Email Address | Is the correct Reply To Email Address listed? |
Header Icons
| Item | Description |
| Header Icons | Confirm that email is using the correct Header Icons. |
| URLs | Verify that all Header Icons are using the correct links. |
| Alternative Text | Make sure that all Header Icons are using appropriate Alternative Text. |
Hero Image
| Item | Description |
| Image | Confirm that the email is using the correct Hero Image. |
| URLs | Verify that the Hero Image has the correct link applied. |
| Size/Dimensions | Confirm that the Hero Image is using the correct size and fits the email template. |
| Alternative Text | Verify that the Hero Image is using appropriate Alternative Text. |
Body Text
| Item | Description |
| Copy | Is the email using the correct copy? |
| Merge Tags | Does the Body Text include Merge Tags? Are they displaying correctly? |
| Formatting | Is the Body Text using the correct formatting indicated by the client? Or is it using the same formatting as previous emails? This includes font-size, font-family, text-decoration, etc. |
| Hyperlinks | Are hyperlinks using the correct URLs? |
CTAs
| Item | Description |
| Copy | Is the CTA using the correct copy? |
| URLs | Verify that the CTA is using the correct link. |
| Formatting | Is the CTA using the correct formatting indicated by the client? Or is it using the same formatting as previous emails? This includes font-size, font-family, text-decoration, etc. |
Display Conditions
| Item | Description |
| Display Conditions | Are Display Conditions being applied? |
| Rules | Are the rules set up correctly and identifying the right information? |
| Images | Confirm that the image(s) you're using are correct. Are they using the right dimensions? Are they using the correct link(s)? Do they have appropriate Alternative Text? |
| Copy | Confirm that the Display Conditions are utilizing the correct copy. |
| CTAs | Check that the Display Conditions are using the correct copy and styling. |
| Final QC | Test the Display Conditions by entering Preview Mode and by sending yourself a Test Send Email. |
Hyperlinks
| Item | Description |
| Unsubscribe | Ensure that the email includes an unsubscribe link. |
| Link Tracking | Link tracking behavior varies by ESP. |
Create Fallback Text Version
| Item | Description |
| Convert to Text | After completing the above, convert your email to text if the ESP you're using has the option to do so. |
Test Sends
| Item | Description |
| Mobile | View the email in Mobile Preview Mode. Also, send a test version of the email to yourself and verify that it's displaying correctly on Mobile. |
| Desktop | View the email in Desktop Preview Mode. Also, send a test version of the email to yourself and verify that it's displaying correctly on Desktop. |
Download Email Template Checklist
Click on the link below to download this same guide and go down the list to make sure that you've checked off everything before scheduling your email.
Email QC Template.xlsx
