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SOP Documentation · Quality Assurance

Campaign QA SOP

An email campaign process someone else can actually follow. This recreated SOP excerpt covers preparation, testing, approval, scheduling, post-send verification, and escalation.

Project type
Recreated documentation
My role
Process mapping, instructional writing, checklist design, and quality-assurance planning
Tools demonstrated
SOP writing, process documentation, email operations, and risk prevention
Focus
Consistency, accuracy, accountability, and repeatability

Interactive demonstration

A campaign process someone else can actually follow.

RECREATED DOCUMENTATION

Email Campaign QA and Scheduling

Owner
Marketing Operations
Version
1.2
Review cycle
Quarterly
Status
Active

1. Purpose

To ensure every marketing email is correctly formatted, tested, approved, scheduled, and verified before and after publication.

2. Scope

This process applies to newsletters, promotional emails, launch broadcasts, nurture emails, and scheduled announcements.

3. Required access

  • Email platform
  • Approved email copy
  • Brand assets
  • Link destination list
  • Campaign calendar
  • Test inboxes
  • Approval channel

4. Before building

  1. Confirm the copy has received approval.
  2. Confirm the subject line is final.
  3. Confirm preview text is provided.
  4. Identify the correct audience.
  5. Confirm the CTA destination is active.
  6. Collect the required graphics.
  7. Confirm the send date, time, and timezone.

5. Build the email

  1. Duplicate the approved template.
  2. Rename the campaign using the naming convention.
  3. Add the final subject line and preview text.
  4. Insert the approved copy.
  5. Add images with alternative text.
  6. Confirm the visual hierarchy.
  7. Add the correct CTA.
  8. Add the required footer and legal information.
  9. Save the draft without scheduling.

6. Quality-assurance checklist

7. Test procedure

  1. Send the email to at least two test inboxes.
  2. Open the test on desktop and mobile.
  3. Click every hyperlink.
  4. Confirm each destination page loads.
  5. Confirm forms and booking links work.
  6. Check spacing and line breaks.
  7. Confirm personalisation does not display a broken field.
  8. Record test completion.

8. Approval and scheduling

Do not schedule the campaign until written approval is recorded in the designated project channel.

9. Post-send verification

  • Confirm the campaign status.
  • Confirm delivery has started.
  • Open the received email.
  • Click the main CTA.
  • Check for broken links.
  • Record any issue.
  • Inform the project owner when verification is complete.

10. Escalation

If an incorrect link, audience, date, or offer is found before sending, pause the campaign and request correction. If an issue is discovered after sending, notify the project owner immediately and document the incident before taking further action.

Revision history

VersionDateChange
1.010 JanuaryInitial documented process
1.15 MarchAdded mobile testing and CTA verification
1.218 JuneAdded timezone confirmation and post-send checks

The challenge

Quality depended too heavily on memory.

Email campaigns involve many small checks. Without a documented sequence, approval, links, audience, layout, timing, and post-send verification can be handled inconsistently.

What I built

A repeatable QA and scheduling process.

I mapped campaign preparation, building, testing, approval, scheduling, post-send verification, escalation, and revision control into one readable document.

How the system works

The SOP separates building from approval.

The campaign remains a draft until quality checks are complete and written approval is recorded. Post-send verification then confirms that the live experience matches the approved plan.

Key decisions

Built for clarity, not decoration.

01

Readable at the point of work

The sticky contents and expandable structure help someone find the relevant procedure quickly.

02

Checks become recordable

The interactive QA list converts vague review into visible completion.

03

Approval is explicit

Scheduling is blocked until the responsible person and approved details are recorded.

04

Escalation is documented

The process states what to do before and after sending when a critical issue appears.

Deliverables

What the system includes.

  • Document reader interface
  • Sticky table of contents
  • Interactive QA checklist
  • Dynamic progress indicator
  • Sample approval record
  • Revision history
  • Print-friendly styling
  • Resettable front-end state
Privacy and transparency

This is a recreated SOP excerpt developed for portfolio demonstration. It contains no client-specific credentials, internal account information, or proprietary documentation.

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