Write a private draft first
Open a supporter and choose Email, or open Team email for a saved segment. Give the draft a meaningful title so colleagues can recognize the work. Enter a subject and message, and choose the communication purpose: an impact update and a fundraising request are different permissions. Saving a private draft creates no recipient delivery jobs. You can leave the form, return to it during the same page session, and continue editing. Use Save private draft before ending the session.
Use an organization sender people recognize
An authorized administrator configures Team email with the organization sender name, sending address, reply mailbox and postal address. The organization must prove control of its sending domain and complete the displayed delivery DNS records. Saving these facts alone does not register or verify a domain; the explicit verification action performs the provider check. Do not use another organization's address or assume the Evidof support sender is your fundraising identity. Missing or stale verification blocks review or delivery with a recoverable explanation. Replies go to your configured mailbox in v1, not to an automatically synchronized CRM inbox.
Reuse approved language thoughtfully
Choose an approved organization outreach template or eligible approved Engagement content when available. Loading a source initializes editable copy; it does not make the new email approved. Check the wording against the supporter relationship and the purpose of this mailing. Personalization supports the displayed name placeholders, not arbitrary instructions or private-note insertion. If a source changes or loses approval before dispatch, the message must be reviewed again. Select the appropriate published donation campaign when the message asks for a gift; inspect its destination and the organization link in the preview.
Inspect the audience before approval
Prepare recipient review. Check the number selected, the number eligible and the reasons for exclusions. Open the recipient list and inspect the personalized samples. A saved segment is a live definition, but the reviewed message seals the eligible recipients for that review: newly matching people are not silently added. Missing email, unknown or withdrawn purpose permission, inactive records and delivery suppression can exclude a supporter. Membership in a donor segment does not grant email permission. Staff preview unsubscribe links are inactive so reviewing a sample cannot change a donor preference.
Test with a colleague, then make the decision
When authorized to exercise the email provider, choose an active organization member for the explicit staff test. A staff test is not approval of the donor audience. Check the sender, reply address, subject, formatting, links and footer in the received message. Review the final recipient counts and send time, confirm the review checkbox, and approve. An organization policy can require a different colleague to approve. Scheduled times are entered in your browser's local time. Large mailings proceed in bounded batches and may take more than one day; inspect the displayed daily capacity.
Read delivery outcomes precisely
Approved and queued means the work is waiting for dispatch. Accepted by provider means the provider accepted the request; it is not a guarantee of delivery. Delivered requires a provider confirmation and does not mean a person read the email. Bounced, complained, failed, suppressed and uncertain outcomes require different responses. The system rechecks current consent, member permissions, sender readiness and source validity before handing off each recipient. A supporter who withdraws after approval must not receive a new queued marketing message.
Recover without duplicating outreach
Use Cancel queued email to stop recipients that have not been handed off. A message already accepted by a provider cannot be recalled by changing a CRM status. The dispatcher preserves the same payload and provider key across eligible retries, then stops automatic replay before the provider's duplicate-protection window expires. Do not copy an uncertain mailing into a fresh send to force it through; ask support to inspect the delivery record. Record genuine replies from your organization mailbox under Activity, and create a reviewed follow-up task if needed.