The Mass Email Notifications for Gravity Forms plugin gives you a way to stay in touch with people who have already filled out your forms. Instead of sending individual follow-ups or relying on third-party email platforms, this plugin lets you send bulk emails directly from your site—using the information you’ve already collected.
But simply having the tool isn’t enough. To get the most out of it, you need to think about how and when you send emails, and what those emails say. It’s not just about sending messages—it’s about sending the right ones, at the right time, in the right way.
In fact, keeping these aspects in mind is one of the ways email marketing still works. As this Forbes article can tell you.
In this guide, we’ll walk through practical ways to use the plugin more effectively. Each section offers tips you can apply immediately, with no technical background required. By the end, you’ll be able to use the plugin with more clarity, confidence, and intention.
Choose the Right Time to Send
One of the most important parts of sending any message is timing. Even with a strong subject line and well-written content, sending an email at the wrong time can mean it gets ignored or lost in a crowded inbox.
With the Mass Email Notifications, once you’ve set up a mass email feed for a form, the plugin can process and send messages in batches based on those entries. Because of this, you’re in full control of when your emails go out. That control is powerful—but it also means you need to think carefully about when to send.
For example, if you’re sharing an update or announcement, consider sending it during the day when people are more likely to check their email. Mid-morning or early afternoon on weekdays often work well. If your message is more personal or community-focused, evenings might feel more appropriate. And unless your audience expects weekend emails, it’s usually best to avoid Saturdays and Sundays, when many people are less likely to check messages.
There’s no perfect time for every situation. But thinking through what your recipients are likely doing—and when they’re most likely to engage—can help make sure your email actually gets read.
Craft a Message That Respects the Reader
Writing a good email doesn’t have to be complicated, but it does take a little thought. When you’re sending a message to many people at once, it’s easy to fall into the trap of sounding robotic or generic. The Mass Email Notifications plugin gives you tools to personalize your messages, and it’s worth taking the time to use them well.
Start with a clear subject line. Say exactly what the email is about so recipients know what to expect before they open it. Avoid vague phrases or anything that might feel like a sales pitch. Keep it short and specific.
In the body of the email, be direct and natural. Imagine you’re writing to one person, even if you’re sending to many. Avoid overly formal language. A simple greeting, a few clear sentences, and a polite closing are often enough.
Set a Consistent Tone Across Communications
When sending mass emails, consistency helps build familiarity and trust. The tone of your message—whether it’s friendly, professional, casual, or formal—should match your audience and your organization’s overall style. Once you choose a tone, it’s best to keep it the same across all your messages.
This doesn’t mean every email has to sound exactly alike. But the way you greet people, the kind of language you use, and how you close your emails should feel steady and intentional. That consistency makes it easier for recipients to recognize your messages and feel comfortable opening them.
The Mass Email Notifications plugin doesn’t limit how your message sounds. It lets you write your own subject lines and message content, giving you control over how your emails are worded. That means the responsibility for tone is entirely yours. Taking a few moments to think about how you want your organization to sound can make your emails feel more unified and trustworthy.
Avoid Overcommunication with Built-In Controls
When sending emails to a large group, it’s important to avoid overwhelming your audience. Too many messages in a short period of time can lead to frustration, ignored emails, or even unsubscribes. The Mass Email Notifications plugin includes features that help you manage this more carefully.
You can choose to filter out duplicate email addresses in each feed, preventing the same person from receiving the same message more than once. If someone submitted the same form more than once, this feature ensures they only receive one copy of your message. It’s a small step that can make a big difference in how your emails are received.
It’s also a good idea to keep track of how often you’re sending messages. Even though the plugin gives you the ability to send whenever you like, having a plan for timing and frequency helps avoid accidental overload.
Don’t Send Without a Clear Action or Outcome
Every email should have a purpose. When you use the Mass Email Notifications plugin to send a message, take a moment to ask: what should the recipient do with this information?
That action doesn’t always have to be big. It could be clicking a link, reading an update, filling out another form, or simply being aware of something important. What matters is that the goal is clear—and that the message supports it.
Avoid writing just to stay in touch unless you have something specific to say. If a recipient opens your email and isn’t sure why they received it, they’re less likely to engage with future messages. Keep things focused, and make sure there’s a clear takeaway.
Conclusion: Make Each Email Count
The Mass Email Notifications plugin gives you a simple, effective way to reach people who have already interacted with your forms. But like any communication tool, its value depends on how you use it.
By choosing the right time to send, writing clear and respectful messages, keeping a consistent tone, avoiding unnecessary repetition, and making sure every email has a purpose, you can use the plugin in a way that’s not only functional—but meaningful.
With a little planning and attention to detail, each message you send can feel intentional, useful, and welcome.Interested in learning more about Mass Email Notifications for Gravity Forms? Get in touch with BrightLeaf Digital, today!