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Here’s a detailed step-by-step guide to confirm registration details and send confirmation emails to all participants.

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.

Written by

Phidelia Dube

in

Step 1: Verify Registration Details

  • Export the full list of registered participants from your registration portal or database.
  • Review the data to ensure all required fields are complete (e.g., full name, email address, attendance type).
  • Check for duplicates or errors in email addresses.
  • Categorize participants by attendance type (in-person or virtual) if not already done.

Step 2: Prepare Confirmation Email Content

  • Create two versions of the confirmation email: one for in-person attendees and one for virtual attendees.
  • Include key details such as:
    • Participant’s full name
    • Event date, time, and location or virtual access link
    • Session topics selected (if applicable)
    • Instructions on what to expect next (e.g., reminder emails, how to access the event)
    • Contact information for support or questions
    • Attach calendar invites (.ics) for easy scheduling

Step 3: Send Confirmation Emails

  • Use an email marketing tool or mail merge to send personalized confirmation emails to all participants.
  • Schedule emails to send immediately after verification is complete.
  • Ensure emails are sent separately based on attendance type to include the appropriate information.

Step 4: Monitor Email Delivery and Responses

  • Track delivery reports to identify any bounced emails.
  • Follow up manually with participants whose emails failed to deliver.
  • Be prepared to answer any replies or questions from participants.

  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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