In this day of modern technology it is acceptable to send an announcement by email. This can save money on printing and postage, and save trees. It is common for many people to have a larger list of email contacts than traditional mailing addresses. So sending out an announcement via email is definitely the way to go. But far too many artists are making errors, I mean HUGE ERRORS, in the way they approach sending out email announcements.
DO NOT DO THE FOLLOWING:
DO NOT send an email with no text and only an attachment. Create an abridged version of the information and personal note in the body of the email. If you don't introduce yourself with a friendly note about who you are and the basic information included in the attachment, many people are not going to open an unknown attachment due to fear of viruses or spam.
Do not simply send two images of a scanned postcard (one of the front, one of the back). Instead, take full advantage of PhotoShop (or another image editing program) and create a special internet version of your announcement with images and the information. This one item can be sent as an attachment.
Try to make your email attachment as small as possible. Try not to send larger than 1 MB or 2 MB images. The best option and most professional is to send your attachment as a PDF. PDF automatically compresses the file size of the attachment. Most important, PDF's do not carry viruses and are safe to open. Your intended recipient will feel much more comfortable opening a PDF attachment.
I couldn't add the PDF to this blog, but a high quality PDF with images was slightly over 1 MB which is acceptable.
If you can't create a PDF, pay attention to the attachment file size. As an example, I took an old announcement postcard, scanned both sides and combined them as one image (see example image above). As a TIF at 300 dpi it was 23MB (which is too big). When reduced to 72dpi and 8" x 10" it was 1.16 MB. As a JPG at 72dpi using the SAVE FOR WEB option and compressed to 80%, it was 171KB. A small file is a very courteous option to send as email.
TEST YOUR EMAIL FIRST before sending it out to your entire mailing list. Do a few tests to yourself first, then to close friends or relatives. Ask them in advance how the email looks when it arrives in their mail box with their specific computer or email program. Make sure it is working, especially if you are new at using a newsletter template or HTML EMAIL.