A Marketing – Internal Use

1. Purpose

This policy establishes clear rules governing the creation, approval, and distribution of all client-facing marketing emails. Its purpose is to protect client relationships, maintain brand trust, ensure legal compliance, and prevent operational disruption caused by improper email practices.

2. Scope

This policy applies to:

  • All 2A Marketing employees, contractors, freelancers, and temporary staff 
  • All client mailing lists, subscriber databases, and email audiences 
  • All outbound marketing, promotional, announcement, or campaign emails sent on behalf of 2A Marketing or its clients 

3. Approved Email Sending Platforms (MANDATORY)

All marketing emails must be sent exclusively through an approved email marketing platform, such as:

  • Mailchimp 
  • HubSpot 
  • ActiveCampaign 
  • Constant Contact 
  • Other platforms explicitly approved by leadership 

Under no circumstances may marketing emails be sent from:

  • Individual employee work emails 
  • Personal email accounts 
  • Shared internal inboxes (e.g., xstaff@2amarketing.com) 

Zero exceptions.

4. Prohibited Practices

The following actions are strictly prohibited:

  • ❌ Sending marketing or promotional emails directly from a personal or work inbox 
  • ❌ Using a client or company mailing list outside an approved email platform 
  • ❌ Bypassing unsubscribe, preference, or suppression lists 
  • ❌ Sending emails that do not include proper unsubscribe and compliance mechanisms 
  • ❌ Using shared or generic staff emails to send bulk messages 
  • ❌ Uploading or exporting mailing lists without authorization 

Violations of these rules create brand damage, compliance risk, and long-term operational issues and will be treated as serious policy breaches.

5. Why This Policy Exists (Non-Negotiable Reality)

Sending marketing emails outside an approved platform:

  • Breaks CAN-SPAM and email compliance standards 
  • Eliminates unsubscribe and preference controls 
  • Damages sender reputation and email deliverability 
  • Creates ongoing customer confusion and misdirected replies 
  • Results in permanent inbox clutter and administrative cleanup 
  • Undermines trust in both 2A Marketing and our clients 

Once an email is sent improperly, the damage cannot be undone — replies, confusion, and brand erosion continue indefinitely.

6. Approval & Authorization

  • Only designated team members may create or send marketing emails 
  • All campaigns must be reviewed and approved prior to sending 
  • Mailing list access is restricted to approved users only 

If you are unsure whether an email qualifies as “marketing,” assume it does and ask first.

7. Enforcement & Accountability

Failure to follow this policy may result in:

  • Immediate revocation of email and platform access 
  • Formal disciplinary action 
  • Termination for repeated or severe violations 

“I didn’t know” is not an acceptable excuse in a marketing organization.

8. Questions or Clarification

If you have any doubt:

  • Do not send the email 
  • Ask leadership before proceeding 

Protecting our clients, our brand, and our systems is a shared responsibility.