Email communication to web directory submitters should be minimal.  That is, you don’t want to get your emails considered as spam or thought of as "just more mail from some directory".  However, the communication you do have with web directory submitters is valuable.  Listed below are some tips to maximize the benefit from emails sent:

• Always include the listing information for submitted web sites in approval emails.  Although it is not the perfect solution to manage submissions, many web directory submitters save or reference all approval emails to mark the directories to which a listing has been submitted, check in the future, or maintain contact information for web directory operators.  Therefore, your email may been more often than initial approval.  Therefore, any information provided in the email could be to your advantage now and in the future.
• If you operate additional directories or webmaster related web sites, link to them in your approval emails.  Such sites are well-targeted for the audience, and may well be of interest to the web site owner or promoter.
• Offer useful information in the emails (which will also make them more likely saved).  One excellent tactic seen recently is to include a coupon code for submission of more listings in the approval email.  The coupon code could be for the same directory or a different one (for those who operate more than one).  Basically, this is great way to present any promotion, discount, information, or anything that may be useful to the web directory submitters.
• In the case of rejection, include as much information as possible.  Some web directory interfaces do not allow customization of rejection emails on a case-by-case basis.  If yours does, include the specific reason why the listing was rejected.  If not, try to include as many potential reasons as possible.  The more information the web directory submitter has, the more likely they are to be able to realize the reason for the rejection.  This will lead to less frustrated users, decrease the likelihood the submission will be made again with the same problem, and improve the chance of the problem being resolved and resubmitted properly or with correction.
• Include contact information in your approval emails.  The from name and email address in messages from some directories are blank.  If this cannot be prevented, be sure to include an email address in the body of the message.  Also, if you only include the from email address, be sure that it is valid.  If there’s a problem with your directory, the submission, or possible advertising inquiry, the submitter should be able to get in touch with you.

This entry was posted on Wednesday, August 22nd, 2007 at 1:38 am and is filed under Tips for Directory Owners. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.