OUTBOUND EMAIL GOVERNANCE · Workflow idea
For an organization with permission to contact the intended recipients, prepare an email using an approved template or reviewed HTML content. Confirm the sender, recipient list, purpose, consent and unsubscribe requirements, and exact message before delivery. Limit sending permissions, protect account credentials, and retain an appropriate record of who approved the communication.
01 / The starting point
An approved template or message, a verified sender, and a permitted recipient list
“Deliver the right message to the right audience without sending unreviewed or unwanted email.”
02 / The work
Helps teams send approved template-based or formatted email messages for legitimate communication.
Check that the sender is authorized and the message fits the stated purpose.
Remove invalid addresses and honor consent, suppression, and unsubscribe records.
Check required disclosures, links, personalization, and formatting.
Require an authorized reviewer to confirm sender, recipients, and content.
Keep a proportionate record for support, audit, and recipient requests.
03 / The result
A reviewed email delivery with recipient, template, and approval details recorded.
Email · Example outcome
A reviewed email delivery with recipient, template, and approval details recorded.
Incorrect recipients, outdated templates, or messages sent without permission can expose information and damage trust. Verify recipient eligibility, respect consent and unsubscribe choices, restrict who can send, review the exact content and sender, and require explicit approval before delivery.
04 / Make it yours
A few choices shape the work around your team.
Restrict message delivery permissions and protect account credentials.
Assign owners and review dates to customer-facing messages.
Check contact permissions and unsubscribe requests before sending.
Prevent delivery until a reviewer confirms the complete message and recipients.