Nothing can turn strong copy into a 97-pound weakling faster than a flawed review process. The result is severely handicapped marketing efforts and, alas, fewer sales.

How can you avoid this dire marketing situation?

By having a smart and consistent review process that preserves the selling power of your marketing communications. Following are 7 essential tips for reviewing and approving copy.

1. Review the copy from the customers’ perspective.

On the first pass, read the copy (all of it) without your red pen in hand or editing hat on. That’s how your customers or audience will read it. Now, what do you think? Does the concept work? Did the headline grab your attention? How was the tone? Does the copy flow? If you begin by editing the first sentence or sweating the details, you will do your clients or customers a disservice.

2. Don’t get hung up on grammar and usage.

If you think the copywriter broke a writing rule, 9 times out of 10 there was an excellent reason. Copywriters are sales people in print, so if we take liberty with the English language, it’s for effect. Plus, be aware that copywriters (and proofreaders) review and correct the copy before you see it. For example, I consider spelling, grammar, style issues, trademark usage, and more to ensure the quality control of every piece of copy I write.

3. Avoid copy by committee.

There’s that old joke that says if you want to kill an idea or project, start a committee. Copy by committee is no different. Conflicting and misguided comments put the copywriter and creative team in the awkward position of trying to please everyone except who matters most — the intended audience. One way around this is to circulate informational copies to people who would like to see the copy. They can make comments without being part of the formal approval process.

4. Minimize the rounds.

Provide complete feedback on the first round, forwarding all your comments, suggestions, and changes to the copywriter. That way the copywriter can consider everything when he or she rewrites the copy and you can shorten the review cycle. Copy is typically stronger when it’s created in three or fewer rounds.

5. Provide specific comments.

When you provide specific comments, the chances of succeeding on the rewrite improve dramatically. For example, instead of saying, “This isn’t strong enough,” say, “The tone needs to be more authoritative” or “These are additional benefits the copy should cover.” Often times putting your comments in writing will help you be more specific than if you just provide them orally.

6. Let the copywriter rewrite the copy.

Instead of trying to “write” the changes yourself to be incorporated, tell the copywriter your concerns and let him or her address them. The copy will benefit when the copywriter does the rewriting.

7. Judge the copy based upon your objectives.

In the end, the copy was written with particular objectives in mind: to build your brand, generate leads or sales, inform about your company, products, or services, and so on. Make sure the copy is technically accurate and factually correct. Then critique the copy based upon what you want it to accomplish, not on the number of superlatives, your competitor’s latest ad campaign, or how it compares to your previous brochure.

(c) 2005 Neil Sagebiel

=> Step #1 – WHO DO YOU THINK YOU`RE TALKING TO?

Before you sit down to write your email sales letter, you`ve got to determine exactly who your audience is. This is a master key to getting results from email marketing.

Ask yourself these questions:

– What do your prospects/customers want?
– What frustrates your prospects/customers most?
– Who else is selling something similar to you?
– Why should your prospects/customers believe you?
– Why should prospects/customers respond to you instead of someone else?
– What kind of appeals will your target market respond to?

=> Step #2 – A GREAT SUBJECT IS YOUR OBJECT

Before an email can generate results, recipients need to open it. But what can you do to spark their interest and get their interest “motor” revved up?

Your SUBJECT LINE is the key.

There are four types of email formulas you can use as a guide in crafting your email. Each has a different PSYCHOLOGICAL APPEAL that works like magic on consumers. Here are some examples:

– State a powerful benefit – “Empowerism Satisfies Your Need for Leads”

– Pique curiosity – “Empowerism Has Uncovered the Secrets of Success”

– Write your subject line with a news angle – “Empowerism Launches RSVP For Those Who Want to Double Their Money Fast!”

– Offer Immediate Gratification – “With Empowerism RSVP, you can start the money wheels turning before the sun goes down tonight”

Here`s an important “homework assignment”: Write at least 25 SUBJECT LINES before you decide on which one to use. Take the best two and test them against each other in your marketing campaign. (Save the “losers” to use for other purposes or spruce up later.)

=> Step #3 – WHAT`S IN IT FOR THEM?

Sit down and write every conceivable benefit your product has. Don`t know the difference between features and benefits? Features describe the product; benefits describe the results of using the product. Features appeal to logic…logic justifies emotion…emotion drives sales (see below).

Here`s a rule of thumb for benefits: ask yourself “What can my product or service do for my customer?” Then begin to write your letter telling your reader WHAT`S IN IT FOR THEM. Tell them how much better life will be for them after they buy from you. Tell them how much better they`ll feel. Tell them how their peers will respect them more.

=> Step #4 – AN EMOTIONAL APPEAL

When promoting anything to anybody, you must remember that buying decisions are based upon emotion and later backed up by logic. Before you write a single word, determine what emotional hot buttons you need to push to “jumpstart” your prospect.

Selling health supplements? Go for the “fear of illness” button with “A Natural Way to Save Your Eyesight.” Selling political bumper stickers? Hit the “anger” button with: “Let the President Know What You Think of His Policies.” Other buttons include: curiosity, greed, ego, vanity, hope, and/or fear of scarcity or security.

=> Step #5 – A NAME YOU CAN TRUST

To convince people to buy your product or service, you must make them believe that your offer is credible and that you (or your product) will deliver as promised.

How do you do that? Here are three ways you can build credibility with the readers of your sales letter:

– Provide testimonials.
– Include endorsement letters from authority figures in your industry
– Make your offer and promises sincere and believable.

=> Step #6 – A GUARANTEE

Nowadays, trying to sell without some type of guarantee is a losing proposition. You`ve got to have one. And the stronger your guarantee, the better your response will be. And, believe it or not, although most people will NOT ask for a refund, they`ll trust your offer knowing that you stand behind it.

You can offer a 24-hour, 30-day, 60-day, 90-day, or even a full-year. And here`s an interesting fact: The longer the time period, the fewer returns you`ll have! It`s human nature to procrastinate, so the more time someone thinks they have to get a refund, the more they`ll put it off or forget about the refund altogether.

=> Step #7 – DON`T FORGET TO ASK

It happens all the time. Someone makes a fantastic sales presentation, and then doesn`t close the deal because he/she didn`t clearly ask for the order or made the process confusing rather than simple.

– From the Research Department: Statistics show that you need to ask for the order at least three times to close substantial sales. (Some studies put the number at 7!)

If you can, offer several ways for your prospects to order — consumers love choice. It tells them, “You`re talking directly to me and meeting my unique needs.” If you only offer one way to order, make it crystal clear how AND how easy it is. Describe it in detail and ask for the order. Then ask again.

=> Step #8 – THE EYES HAVE IT

It`s a well-known fact: Large blocks of copy are intimidating and will often send people running for the hills or at least the Delete button.

The solution? Break up paragraphs into two to four sentences. Use several subheadings throughout the email letter. And use asterisks, dashes, and ellipses (…) to give your copy more rhythm. Bullet points are excellent eye-catchers – use them whenever appropriate.

Looking for inspiration for your next marketing communication? Try the children’s bookshelf.

Dr. Seuss has entertained young (and old) audiences for nearly 50 years with titles such as The Cat in the Hat, Hop on Pop and Green Eggs and Ham.

The reason why his books remain so popular says something about what makes for good writing (and reading), no matter who or where the audience is.

Nouns and Verbs

Nothing keeps readers moving like strong noun-verb combinations. If the sentence were a train, nouns and verbs would be the engine. Adjectives, adverbs and the other parts of speech make the train longer and slower. Dr. Seuss’ sentences have strong engines pulling light loads to keep readers moving down the tracks.

Lots of Periods

A byproduct of eliminating the extraneous words is shorter sentence length. Lots of periods. Paradoxically, more sentences of shorter length increase reading speed and comprehension. Dr. Seuss, as are many children’s authors, is a champion of the short sentence.

Imagination

Albert Einstein said, “The gift of fantasy has meant more to me than my talent for absorbing positive knowledge.” Were it not for imagination, there would be no Cat in the Hat and no Dr. Seuss. Imagination is the beginning of copywriting because first there must be an idea or concept.

Fun

Dr. Seuss’ books are fun to read. They’re funny, too, but that’s not the same thing. Fun to read is material that’s entertaining and effortless for readers, an excellent standard for all writing.

Lyrical

Dr. Seuss’ books are written in verse. Of course they’re lyrical. However, this goes beyond silly rhymes. There are a sound and rhythm to the words that, like a favorite tune, you don’t mind hearing over and over. Good writing of all varieties is pleasing to the eye and ear.

Economical

Children have short attention spans. Dr. Seuss knows how to tell a story without unnecessary detours. Every word counts. That’s good advice for all who write copy because children aren’t the only ones with short attention spans.

Memorable

This is the litmus test for all writing. Did readers take something away? Was their time well invested? The Cat in the Hat is a story about having fun, even on a rainy day. Now that’s worthwhile reading.

(c) 2005 Neil Sagebiel