Step 1: Format and Design
Determine the size of your newsletter (both number of pages and page size) and whether it will be printed, e-mailed or posted online. If printed, decide if you want a black and white newsletter or if you want colorful graphics and type. If you want color, how many colors? This is important because the more colors you use, the higher your printing costs. If you’re looking to cut costs but want to keep a very professional, full-color look, consider less frequent mailings (for example, cut back your frequency from monthly to quarterly.)

Create a name for your publication and, if necessary, design a logo. If you have an artistic side and a graphics program on your computer, you might be able to accomplish layout and design without a graphic artist. But keep in mind that in certain fields (advertising, public relations, printing and high-level corporate professions), the newsletter will be reaching an audience that could evaluate it as a sample of your work – it needs to be something you’re willing to present in that context. That said, if you have access to an artist it’s a good idea to use them for at least the more intricate design elements.

Step 2: Getting Started
Do the research. Know the background of your audience and discover their unique needs. Remember, a newsletter is not just another form of advertising – it’s not enough that your logo is in view, you have to give the reader a reason to value the information. Create your content menu: lead article, features, columns, profiles, letters, etc. Assign pages for the content and determine the amount needed (including photos and graphics) to fill the space. Set reasonable deadlines for the completion of the various elements, and a final deadline for completion and online posting or mailing.

Step 3: Compiling Information
The one constant in every newsletter is the need for content. Look for sources of information relevant to your audience. Stay in-the-know by subscribing to industry publications related to your subject matter. Call a select group of your readers and conduct interviews to find out what’s happening in the field and what people are talking about. Get on mailing lists. If you’re trying to reach corporate clients, ask them to send you their sales and marketing materials. Think about what your readers are looking for and contact their suppliers, trade show organizers and client base for information.

Step 4: Interaction
Develop a system where your readers can interact with tips, letters, comments and information. For an online publication, it’s as easy as listing an email address and requesting reader comments. In your printed newsletter, make sure you have a "Contact" section that includes your mailing address, email address (if applicable), FAX and phone number. Set up a "Letters to the Editor" section for reader commentary, and ask for reader contributions for sections that list business briefs, promotions and new hires, coming events, etc.

Step 5: Printing and Distribution
A good spell-check program is a necessity, but it’s no substitute for a proofreader. Make sure to pass it by a second set of eyes to catch any errors that might make it into print or – in a worse case scenario – lead to having to make costly corrections and print a second time. Evaluate costs – using a local printer, paper company or mailing house could save time and money. Stick to your deadlines. Leave sufficient time for printing, and determine the most cost-effective postage rate for distributing your newsletter on time. Many printers can print, label and mail from the same location, but weigh the time you save against the costs before choosing this option.