Your Database Is The Engine
We activate it through consistent newsletter engagement.
Open rates and click rates are only as good as your segments, and segments are only as good as your database.
The four database practices that move your numbers
Before a single email is written, the database work happens. These are the principles your newsletter is built on.
Clean data, clean sends
Bounces, duplicates, and outdated emails drag your deliverability score down permanently. We start with a clean list, or help you get there.
Pre send auditTags drive targeting
Your CRM tags (buyer, seller, sphere, past client, cold) allow us to send the right message to the right person. Untagged means undeliverable in the right way.
CRM taggingEngagement signals, not guesses
We send, then we measure. Opens, clicks, and replies tell us which contacts are active buyers or sellers. This data drives every future segmentation decision.
Data drivenMonthly inputs keep it alive
A database rots without maintenance. Your monthly SOI and LORE submissions are the fuel: new contacts in, old ones refreshed, and engagement patterns updated.
Ongoing hygieneHow does it work?
Three simple inputs from you each month. Everything else (writing, designing, scheduling, and delivering) is handled.
Sign Up
Complete the sign up form. Your first newsletter goes out on the next scheduled send, no waiting period.
Newsletter sign up form →Submit SOI
Submit your Sphere of Influence form by the 2nd of each month. This feeds your audience for the 15th send.
SOI form, due by the 2nd →Submit LORE
Submit your LORE (Local plus Real Estate content) form by the 15th. Sends around the 25th.
LORE form, due by the 15th →A broad send becomes targeted content in three moves.
This is where database best practices show up in your open rates. The more data we collect, the sharper the targeting gets.
Broad send
One newsletter to your entire database. Surfaces who is active: opens, clicks, and reply signals captured.
Identify segments
Open and click patterns reveal buyer intent, seller timing, warm sphere, and dormant contacts needing re engagement.
Targeted content
Each segment receives messaging built for where they actually are in the buying or selling journey.
Buyers
Listing alerts, market availability, pre approval messaging.
Sellers
Comparable sales, equity estimates, market timing content.
Sphere
Community stories, referral touchpoints, personal value adds.
Dormant
Re engagement sequences, wins and success stories, low ask value.
Live from Day 1. Smarter every month.
Sends never stop, they just get sharper. Every phase ships live newsletters while we build the database intelligence underneath.
Launch & Listen
Newsletter goes live at contract signing. We capture baseline engagement across your full SOI and identify your most active contacts.
⌁ Database task: confirm tags are clean in your CRM or Mailchimp; provide a CSV of SOI contacts.
Refine & Segment
Sends continue while we use engagement data to build segments (buyers, sellers, sphere, dormant) for sharper targeting next month.
⌁ Database task: monthly SOI form submitted by the 2nd keeps new contacts flowing in.
Automate & Scale
Targeted automations layer on top of live sends. Your voice, your segments, on autopilot, without ever pausing the newsletter.
⌁ Database task: segment lists confirmed and automation triggers mapped to CRM tags.
From form submission to your inbox.
Form submitted, draft within 48 hours
Once your newsletter request form is submitted, you will receive a draft within 48 hours for review.
Agent edits, 48 hours to return revisions
Send us any edits within 48 hours to keep your newsletter on schedule. Missing this window may delay your send.
Approval, scheduled around the 15th (SOI) or 25th (LORE)
Once approved, your newsletter is queued for delivery on or about the scheduled date. SOI sends happen around the 15th at 10:00 AM EST; LORE sends on the 25th.
See what we send.
Agent Newsletter
Monthly SOI send: personal, branded, built around your voice and local market.
View sample ↗
TC Company Newsletter
LORE send: local market data, real estate education, and relationship building content.
View sample ↗Common questions, direct answers.
Do you manage my database or CRM?
Newsletter Services does not include database management. Your CRM needs to be pre organized with tags before we can segment effectively. For database cleanup and organization, our Database Team can build a custom proposal. Alternatively, provide Mailchimp credentials and a CSV of your SOI contacts.
When are newsletters sent?
SOI: 15th of each month around 10:00 AM EST (next Monday if weekend). LORE: 25th of each month. Missing a deadline means no send for that month.
When are form submissions due?
SOI Form: due by the 2nd of the month. LORE Form: due by the 15th of the month. Late submissions skip that month's send.
What content drives the most opens?
Photos, videos, and hyper local content consistently outperform generic market updates. We send monthly content ideas to spark inspiration and help you stay consistent.
Can you customize for my brand?
Yes, we design to your branding and voice. Provide high quality images, videos, or local stories and we build around them. Your 90 day voice build captures your tone and bakes it into every future send.
What platforms do you support?
HTML based newsletter CRMs, KW Command, Mailchimp, and Constant Contact.
Who do I contact for support?
Reach our VA Leverage Team, or your personal Option Leverage VA. For database or CRM projects, the Database Team will build you a custom proposal.
What if my database needs cleaning first?
Send quality is directly tied to database quality. If your list has duplicates, outdated contacts, or missing tags, our Database Team can organize it before your first send, so your 90 day launch starts clean.
Ready to launch your newsletter?
Sign the contract, your first newsletter goes out on the next scheduled send. No waiting. No delays.