Definition
A pre-send checklist is a systematic verification process that email teams follow before sending a campaign. It ensures that every element of the email — content, design, links, tracking, compliance, and technical configuration — has been checked and approved.
A pre-send checklist prevents the most common email errors: broken links, missing personalisation, compliance violations, and rendering issues. A team that consistently uses a pre-send checklist catches 90%+ of potential issues before they reach subscribers.
Essential Pre-Send Checks
| Category | Check | Tool / Method |
|---|---|---|
| Content | Subject line, preview text, body copy proofread | Manual review |
| Links | All links work and go to correct destinations | Link checker |
| Personalisation | Merge tags render correctly, test with dummy data | Test send to self |
| Design | Mobile + desktop rendering, image loading | Litmus / Email on Acid |
| Compliance | Unsubscribe link works, physical address present | Manual check |
| Tracking | UTM parameters, pixel, click tracking active | ESP preview |
| Segment | Correct audience selected, exclusion rules applied | Segment preview |
| Schedule | Date and time correct, timezone selected | Calendar check |
Pre-Send Checklist Template
□ Subject line proofread and A/B test configured (if applicable)
□ Preview text extends subject line
□ Greeting personalisation (Hi {first_name}) renders correctly
□ All links verified — no 404s, no broken redirects
□ UTM parameters added to all links
□ Primary CTA visible without scrolling on mobile
□ Images have alt text
□ Email renders correctly in top 5 email clients
□ Unsubscribe link present and working
□ Physical address in footer
□ Preference centre link present
□ Send list/segment confirmed
□ Suppression list applied
□ Schedule date and time confirmed
□ Sending domain/IP verified
□ Spam score checked (below 5/10)
□ Test email sent and reviewed by team member
□ Compliance approval received (if required)
By Email Type
| Email Type | Critical Checks |
|---|---|
| Promotional | Offer accuracy, CTA link, discount code works, expiry date correct |
| Transactional | Correct recipient data, accurate order/account details |
| Newsletter | Content relevance, article links, image permissions |
| Automated sequence | Trigger condition, exit condition, delay timing |
| Re-engagement | Suppression list includes recent unsubscribes |
Pre-Send Best Practices
- Make it a team process: Have a second team member review the checklist. Fresh eyes catch issues the creator missed.
- Automate what you can: Link checkers, spam testers, and preview tools automate parts of the checklist. Use them.
- Build checklists into your ESP: Many ESPs support pre-send validation rules that flag common issues automatically.
- Review and update quarterly: Common errors change as email clients and regulations evolve. Update your checklist accordingly.
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Related Glossary Terms
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AI Email Summary
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AI Inbox Summary
An AI inbox summary is an AI-generated digest that condenses unread email — often highlighting news, actions and senders — changing how clearly your marketing email reaches and engages subscribers.
AI Inbox
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AI Overview Email
An AI overview is a short, automatically-generated summary of a topic shown in AI search results, often drawing on and citing sources like email marketing content.
Frequently Asked Questions
A thorough checklist takes 5-15 minutes per campaign. Complex campaigns with compliance review may take 30-60 minutes. The time invested is minimal compared to the cost of sending a broken email.
UTM parameters are the most commonly missed item. Missing or incorrect UTMs break campaign attribution and make it impossible to measure email performance in your analytics platform.
Partially. Link checking, spam scoring, and rendering previews can be automated. Content accuracy, offer validation, and subjective quality reviews require human review.
The campaign manager is typically responsible for completing the checklist. A second team member should verify the checklist is complete before the campaign sends. Separate compliance approval may be required for regulated industries.
The cost includes broken links (damaged trust, wasted traffic), personalisation errors (wrong names, embarrassing data), compliance violations (fines, warnings), and rendering issues (unreadable emails across key clients).