E-mail marketing for public institutions that need to reach people clearly
We help public bodies send newsletters, reminders and information notices to residents, staff or partners — with well-organised subscription logic, GDPR compliance and easy administration.
When a message has to reach people on time, e-mail often works better than phone calls or posted notices. We set up a system in which the organisation itself plans mailings, manages lists, runs automatic notifications and keeps communication clear and free of chaos. This is especially useful alongside website development projects, when information needs to be not only visible but also easy to send out.
The organisation informs residents more effectively through newsletters — more opens, fewer spam complaints, automatic reminders about services.
“Tobalt” is a reliable company that meets its commitments on time and honestly. We have worked together for 5 years and have renewed our website again with their help.
Most common problems
Important information reaches people too late
When registrations, service changes, events or consultations are announced manually, some recipients see the message too late. Staff then have to explain the same thing several times through different channels.
Consents and subscriptions are handled haphazardly
Without clear rules on who agreed to receive e-mails and when, how contacts are stored and how a person can unsubscribe, both GDPR issues and extra administrative work arise.
Different audiences are sent the same information
Residents, staff, community members or partners often receive e-mails that are not relevant to them, because there is no convenient way to separate topics, areas, services or interest groups.
Communication results are unclear
When it is unclear whether e-mails reached their recipients, which topics are of interest and which are ignored, it is hard to plan communication and justify communication decisions to management or project partners.
What we do
Newsletters by your organisation’s topics
Your organisation will be able to create and send clear, visually tidy newsletters about services, projects, consultations, invitations, deadlines or other relevant information to different groups of recipients.
Benefit: You will be able to send messages by department, service or audience without looking up each address separately.
Automatic reminders and notifications
Your organisation will be able to send registration confirmations and reminders about upcoming deadlines, events, surveys or other actions automatically, when it matters that information goes out on time.
Benefit: Staff will no longer have to repeat the same steps every time a deadline or registration needs a reminder.
Managing subscriptions, consents and unsubscribes
Your organisation will be able to manage clearly who has chosen to receive which messages, offer an unsubscribe option in every e-mail and have an orderly contact management process in line with GDPR requirements.
Benefit: You will find it easier to ensure lawful and transparent communication with recipients.
Segmenting audiences by relevance
Your organisation will be able to separate recipients by area, topic, type of service, target group or other criteria, so that each audience receives only the information relevant to it.
Benefit: Fewer unnecessary e-mails and more targeted communication for different groups.
Monitoring mailings and results
Your organisation will be able to see which e-mails were delivered, which messages received more attention and which topics are most relevant to the audience, so that communication can be planned based on real data.
Benefit: You will be able to make informed decisions about content and how often to send.
Book a free consultation
- First call
- Free
- Who it's for
- Municipal bodies
Frequently asked questions
How is e-mail communication kept GDPR-compliant?
First we sort out the basis on which contacts are collected, how consents are recorded and how a person can withdraw them. We also clearly define who sees the data and how it is administered, making it easier for the organisation to work in an orderly way.
Will we be able to separate e-mails for residents, staff and partners?
Yes, separate recipient groups and mailing scenarios can be created for different audiences. Each message will go only to those for whom it is relevant, so communication will be more targeted and less tiresome.
Will our communication or administrative staff be able to manage the solution without developers’ help?
Yes. The solution is set up so that staff can create mailings, choose audiences, schedule e-mails and review results themselves, without technical intervention in everyday tasks.
Is such a solution suitable for inclusion in public procurement requirements?
Yes. We can help define the functional requirements clearly: subscription management, automatic notifications, audience segmentation, reports, GDPR provisions, accessibility principles and administration rights, so that the tender description is specific and comparable.