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EDITABLE WORK DOCUMENT

Email Recipient, Unsubscribe and Send-approval Check

Record recipients, exclusions and test results separately for booking notices and promotional email. Check that unsubscribed accounts are removed from the actual list and that the sending route passes its authentication checks before seeking approval.

Audience recruitment and promotion
WHAT THIS TEMPLATE HELPS YOU PREPARE

A record tying the approved recipient list to exclusion tests and authentication results.

File formats
English XLSX · CSV (UTF-8)
Version
2.0
Editorial review
24 Oct 2026
Use this for
Complete immediately before sending registration notices, change notices or promotions. Record the purpose and recipient-list version for each message.

When to use it

Complete immediately before sending registration notices, change notices or promotions. Record the purpose and recipient-list version for each message.

Authentication does not prove consent or legal compliance. Gmail rules are service requirements, not a replacement for applicable marketing law. Completing this sheet does not send email.

Start with the guide: Event Email Sending and Unsubscribe Management: A Practical Guide by Role

Fill in the template step by step

When to use it

After building the audience and before pressing Send.

What to have ready

  • Purpose and approved message copy
  • Consent, cancellation, unsubscribe and bounce registers
  • Raw test messages and route-specific authentication results

  1. Identify the message as transactional or promotional and record the recipient-list version.

  2. Use test accounts for each exclusion state and check they are absent from the actual send list.

  3. Check the original test-message headers and unsubscribe behaviour for each sending route.

  4. Fix failures, rebuild the list and send the retest results to the approver.

Worked example

Fictional example, not an actual event or supplier record

Eight columns · scroll horizontally to view the complete worked example.

Email Recipient, Unsubscribe and Send-approval Check — fictional worked example
Message ID and reason for sendingRecipient status and source-list versionWho to exclude and where it appliesSending service route and responsible personTest message and authentication resultsHeader and body information to checkTest results and remaining problemsSend approval and when to retest
MAIL-01 / Fictional paid booking receipt120 paid orders / ORDER-v8 / test accounts used for checksExclude 5 cancelled orders and 2 bounced addresses. Do not include promotional content.Transactional route TX / registration leadKeep the SPF, DKIM and DMARC results in TEST-TX01.eml.Check the subject, order reference and support route separately from promotional subscription information.2026-11-05 10:20 / valid, cancelled and bounced states tested; both exclusions workedRegistration lead approves at 10:35. Retest if the template or sending domain changes.
MAIL-02 / Fictional festival promotion600 marketing opt-ins / OPTIN-v4Exclude 42 unsubscribed and 8 bounced / intended audience 550Marketing route MK / marketing leadCheck authentication results and sender-domain alignment in TEST-MK02.eml.Test the one-click unsubscribe header and the unsubscribe link in the body separately.11-05 11:10: unsubscribed TEST-U1 remains on the recipient list. Keep the send on hold.Data owner: synchronise exclusions by 12:00, then rebuild the recipient list.
MAIL-03 / MAIL-02 retestOPTIN-v5 / exclusion log EXCL-03 / 550 recipientsConfirmed that unsubscribed TEST-U1 is absent from the next recipient list.Same MK route / marketing leadTEST-MK03.eml / authentication unchangedBoth the header request and body link return confirmation that the action is complete.11-05 12:20: exclusion, bounce and valid test accounts pass the retest.12:35: approve sending to the 550 listed recipients only. Recheck the list if subscribers are added.

Blank template preview

This preview shows a few rows. The downloaded file contains 24 prepared rows.

Eight columns · scroll horizontally to view the complete blank worksheet.

Email Recipient, Unsubscribe and Send-approval Check — blank worksheet
Message ID and reason for sendingRecipient status and source-list versionWho to exclude and where it appliesSending service route and responsible personTest message and authentication resultsHeader and body information to checkTest results and remaining problemsSend approval and when to retest
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Check your completed template

  • Test accounts that must be excluded do not remain on the send list.
  • The approved copy, recipient count and sending route refer to the same version of the send.

What to pass to the next person

The list owner supplies exclusion evidence and the sender supplies raw test messages. The person responsible for that message purpose confirms the approved send scope.

Check before using this template

This is not legal review, service configuration or sending automation. Never put actual personal data in public example files.

Sources used to develop this template

EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.