Campaigns · free template

Email Campaign QA Checklist

Catch broken links, wrong audiences, rendering issues, and missing tracking before an email goes out, with clear evidence and a named release approver.

A ready-to-use marketing & agency form for small teams who need a reliable intake process: 14 questions, 3 pages, 3 conditional rules.

Questions
14
Pages
3
Layouts
classic · card
Time to complete
≈ 15 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Page 1 of 3 — Identify the Send

Review the Exact Build Before Release

Use the campaign name shown in your sending platform.

Identify the exact version reviewed. An editable preview link alone may not preserve that version.

Include the date, time, and time zone. For recipient-local delivery, record that setting and the launch window.

Every question on this page is currently visible.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Email Campaign QA Checklist is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in marketing & agency.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 14 questions across 3 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 9 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It accepts a document or photo upload as evidence.
  • It allows multiple selections without free text.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Email Campaign QA Checklist lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Overall QA Result” is Failed Checks, the form dynamically exposes “Failed Checks and Retest Notes”. Otherwise that question never appears.
  • Features advanced show logic: if “Unsubscribe Test Result” is Failed, the form dynamically exposes “Unsubscribe Failure Details”. Otherwise that question never appears.
  • Features conditional validation: if “Release Decision” is Ready to Send, “Approval Record” becomes mandatory before the form can be sent.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Run this checklist against the actual email build and recipient selection you intend to send—not a copy deck or an earlier test. Assign one reviewer to collect evidence and one release approver to decide whether the campaign can proceed. They can be different people, but neither role should be left implicit. Before opening the form, send a fresh test email and open the destination pages. Check sender details, reply handling, subject line, preview text, personalization fallbacks, tracked links, mobile layout, image alternatives, and the plain-text version. Inspect the audience rules and suppression settings separately; a perfect-looking email can still reach the wrong recipients. Record the send time with its time zone so the approver reviews the same schedule as the operator. Select a checklist item only after it passes. Use the overall result to distinguish a failed check from testing that is still incomplete, and describe failures with enough detail to reproduce them. Keep screenshots and test reports free of unnecessary recipient information. Treat approval as a decision about one identified build. If someone changes content, links, personalization, audience rules, or scheduling after review, revisit the affected checks and obtain a fresh release decision. This form records readiness; it does not prevent a send in your email platform.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Identify the Send

  • Campaign Namerequired
  • Build or Test Referencerequired
  • QA Reviewerrequired
  • Scheduled Send and Time Zonerequired

Page 2 — Record Test Results

  • Audience and Suppressionsrequired
  • Passed QA Checks
  • Overall QA Resultrequired
  • Failed Checks and Retest Notes
  • Unsubscribe Test Resultrequired
  • Unsubscribe Failure Details
  • QA Evidence

Page 3 — Make the Release Decision

  • Release Decisionrequired
  • Release Approverrequired
  • Approval Record

14 questions in total.

A Link Failure That Stops Release

The fictional team at Fern Compass Studio holds a workshop invitation after its main button opens an outdated registration page.

Campaign Name
September workshop invitation
Build or Test Reference
FC-218, build v3, test sent 2026-09-14 at 14:10 America/Chicago
Audience and Suppressions
Workshop-interest subscribers; exclude registered attendees and unsubscribed contacts; expected count 840.
Overall QA Result
Failed Checks
Failed Checks and Retest Notes
The Reserve Your Seat button opens the August event. Fix owner: Mira Tallen. Replace the destination and retest the tracked link in a fresh build.
Unsubscribe Test Result
Passed
Release Decision
Hold for Fixes

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Overall QA Result”

  • Reveals questions

    If “Overall QA Result” is Failed Checks, the form reveals “Failed Checks and Retest Notes”.

Driven by “Unsubscribe Test Result”

  • Reveals questions

    If “Unsubscribe Test Result” is Failed, the form reveals “Unsubscribe Failure Details”.

Driven by “Release Decision”

  • Makes answers required

    If “Release Decision” is Ready to Send, “Approval Record” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Freeze a Reviewable Version

    Record the campaign ID, build version, and fresh test timestamp before checking anything. If the preview changes later, your evidence should still identify what was reviewed.

  2. 2

    Test Destinations, Not Just Clickability

    Open every linked image, button, and text link from the test email. Confirm the destination, offer details, redirects, and tracking parameters—not merely that a page loads.

  3. 3

    Inspect the Audience in the Sending Platform

    Compare segment rules, exclusions, and the expected recipient count with the campaign brief. Check personalization using both populated and missing values.

  4. 4

    Separate Testing from Permission to Send

    Have the release approver review the results and evidence before selecting Ready to Send. A hold needs an owner and a retest; completing this form alone is not release permission.

Mistakes to avoid

  • Approving an earlier test while the production build contains newer links or copy.
  • Selecting every checkbox without testing missing-data fallbacks, suppressions, or unsubscribe behavior.
  • Treating a recorded approval as valid after the audience, schedule, or reviewed build changes.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Route held campaigns to the named fix owner, then retest the affected checks before requesting approval again. For approved campaigns, confirm the sending platform still matches the reviewed build, audience, and schedule.

Works in both layouts

Browse classic templatesBrowse card templates

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Frequently asked questions

Does this replace a campaign brief?

No. Use Marketing Campaign Brief to agree on the objective, audience, message, and timing. This checklist verifies that the finished email and sending settings match that plan.

Which email clients should we test?

Prioritize the clients and devices your audience actually uses, then include a mobile view and a desktop view. Record the tested environments in QA Evidence so the approver can see the coverage.

Can we approve a campaign with unchecked items?

Only if those items are genuinely inapplicable and the approver records why in Approval Record. Unfinished testing requires Hold for Testing; a failed check requires a fix and retest.

Will the form block a campaign from sending?

No. The conditional rules collect relevant details and require an approval record for Ready to Send. Your team must enforce the hold in the sending platform and review any conflicting answers before release.

Is the Email Campaign QA Checklist template free to use?

Yes. You can preview and test Email Campaign QA Checklist on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Email Campaign QA Checklist template ask for?

It asks 14 questions across 3 pages, 9 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Email Campaign QA Checklist form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this marketing & agency form work?

3 conditional rules ship with the template: Features advanced show logic: if “Overall QA Result” is Failed Checks, the form dynamically exposes “Failed Checks and Retest Notes”. Otherwise that question never appears. Features advanced show logic: if “Unsubscribe Test Result” is Failed, the form dynamically exposes “Unsubscribe Failure Details”. Otherwise that question never appears. Features conditional validation: if “Release Decision” is Ready to Send, “Approval Record” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Email Campaign QA Checklist form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Email Campaign QA Checklist form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

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