# Send the Monthly Newsletter to Families and Staff – BMLC & PLC
## Purpose and Scope
Distribute the approved monthly newsletter to families and staff of Bright Minds Learning Center (BMLC) and Play To Learn Childcare (PLC) through the designated email channels. This process covers families, staff, leads or prospects, and other recipients identified by management.
## Responsibilities
- **Content Manager / Communications Lead:** Finalizes and approves the newsletter, prepares drafts, and inserts content.
- **Administrator / Assistant:** Verifies recipient lists and uses the correct BMLC and PLC accounts.
- **Center Director / Client:** Approves the final newsletter and confirms timing.
## 1. Prepare the Newsletter
Before sending:
- Confirm client or Center Director approval.
- Export the final version as a high-quality PDF.
- Name it `CenterName_MonthlyNewsletter_MonthYear.pdf`.
- Save it in the designated shared-drive folder.
## 2. Confirm Recipient Lists
- Open the BMLC and PLC email accounts using approved access.
- Verify the families, staff, and optional prospect lists.
- Add newly enrolled families or staff.
- Remove inactive or withdrawn recipients.
## 3. Draft the Emails
Prepare separate drafts for families and staff. Each email should include:
- A warm greeting
- A brief monthly introduction
- Highlights or reminders
- The newsletter attachment or link
- A closing and contact details
### Family Example
**Subject:** Your BMLC Monthly Newsletter – [Month Year]
> Hello BMLC Families,
>
> Here is our monthly newsletter for [Month]. Inside you will find updates, classroom highlights, upcoming events, and important reminders. Thank you for being part of our community!
>
> Warm regards,
> Bright Minds Learning Center Team
### Staff Example
**Subject:** BMLC Staff Monthly Newsletter – [Month Year]
> Hello Team,
>
> Attached is our monthly newsletter with center updates, staff reminders, and upcoming events. Thank you for your dedication!
>
> BMLC Administration
## 4. Attach or Link the Newsletter
Choose the method required by the center’s communication process:
- **PDF attachment:** Attach the final PDF and confirm it opens correctly.
- **Shared link:** Upload the PDF to the approved Drive folder and insert a viewable link.
## 5. Final Review
Confirm:
- The correct BMLC or PLC account is being used.
- The correct newsletter is attached or linked.
- Recipients are the correct mailing list.
- The subject line is accurate.
- There are no typos or missing details.
## 6. Send
1. Send the family newsletter.
2. Send the staff newsletter.
3. If using a distribution tool through approved Gmail access, verify audience segmentation, sender name, branding, and mobile and desktop previews.
4. Schedule or send immediately according to the approved plan.