How to Create a Mailing List for your Business

A mailing lists in short, it is a set of email addresses of friends, relatives or customers who can be contacted more easily and with a single email sent to everyone at the same time. On all email services (Gmail, Outlook, Yahoo, Thunderbird, etc.) there are options in the settings that allow you to create these groups (or mailing lists) so you can then create the email and send it to everyone group.

Below, however, we do not want to focus on how these groups are created in the various mail services, but instead we want to discuss how create a mailing list for professional use (business), to do real email marketing and search new potential customers (companies or individuals).

How to Create a Mailing List for your Business

There mailing lists it still represents one of the best marketing resources for any company. The correct management and use of this list can generate significant revenue but creating a mailing list from scratch often represents an insurmountable obstacle.

Fortunately, there are several simple and effective ways to build an email list. There are traditional methods both online and offline, as well as emerging strategies, such as paid email search, direct mail, leveraging events and special offers. In addition to trying to grow your mailing list, you must also try to respect these 3 rules:

  1. Use marketing strategies responsibly
  2. Comply with all legal requirements
  3. Respect the preferences of those registered on the mailing list


  1. Create mailing lists via Direct mail
  2. Use the registration form on the site
  3. Leverage e-commerce
  4. Software searches and captures business email addresses
  5. Collect addresses via point of sale
  6. Request consent with welcome email
  7. Use call centers to create mailing lists

Create a mailing list via Direct Mail

Image results for direct mail

“Direct mail” is the sending of paper mail to customers: a traditional but always functional method. However, this strategy can also help you grow your mailing list. As? Simply advertise your mailing list registration by placing a note on all documents, catalogs or forms and invoices sent to your customers’ homes. The latter will thus be able to know how to subscribe to your newsletter.

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When using this strategy be sure to email new subscribers as soon as possible. This is key to reminding them who you are and continuing the dialogue through future newsletters.

PROS: Simple to do
AGAINST: Strategy that is good for those who already do “Direct Mail” marketing

Image results for email registration formUse a Registration Form on the site

Put a registration form clear and prominently displayed on your website will help make it easier for your customers and new customers to sign up via email to your site. This acquisition practice is not only effective, but also very easy to implement. There are some important things to consider when employing this tactic:

  • Keep the look and functionality of all website registration boxes consistent and clean. This will make them more reliable, easier to find and familiar to your visitors
  • Try placing signup boxes as part of the top banner or just below. Most test results showed that those located at the top of the website performed better than those located in the footer area.
  • Let customers know exactly what to expect when they sign up and describe the benefits to entice them to sign up to your email list.
  • Remember to also add a field in which to enter the full name. This way you will get much higher conversion rates when sending “personalized” emails with the customer’s name.

PRO: Effective and immediate to do
AGAINST: You need to already have a website started and with several daily visits

Associate e-commerce with mailing lists

If you have an e-commerce site, when purchasing a product, all you need to do is give the customer the opportunity to choose whether they also want to receive newsletters from you. In this way you will not only sell your products but you will stay in contact with your customers and be able to up-sell more easily and effectively.

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Search email addresses from business directories

The methods seen above are certainly good for those who already have a website, an e-commerce site or an established customer base. But how to create a mailing list from scratch? How to collect email addresses to be able to contact and search for new potential customers? Below I want to point out two interesting software that search for email addresses directly from the web. These are email addresses of companies and not private individuals, also because only company addresses can be in the public domain and can also be used for marketing purposes (but with caution and attention).

Here are 3 great programs that could help you create yours personal database of emails, telephone numbers and potential customers.

#1. G-Business Extractor: G-Business Extractor searches for addresses of companies and professionals, useful for those who want to do B2B marketing, directly from Google Maps. That’s right! Simply enter the keyword and the location to analyze to be able to extrapolate company information: address, telephone, city, e-mail, website, etc…

Here is the link to download the free demo version for Windows PC:

Upon startup you will see this screen:

extract company emails

Click on ADD at the top to add the keywords and then also the location (both Italian and foreign):

extract company telephone numbers

Click on the button GET DATA and the program will begin to extract information from the companies found.

Once data capture is complete, you can export the results to a CSV or Excel file.

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#2. Yellow Leads Extractor: is another powerful program that can recover email addresses of companies from Yellow Pages, Virgilio directories and Infobel. Click below to download the free trial version:


In 4 steps you can extrapolate all the data (even the email) of the various commercial activities and professionals:

  1. Choose the source from which to capture data
  2. Write category and location
  3. Start the search and then click on CAPTURE
  4. Export the data to your computer

Create a Mailing List via Point of Sale

For retail stores, ask customers for theirs email addresses at the point of sale (POS) is a proven technique that is rapidly gaining momentum. This type of email was ranked second in the quality and quantity of acquisitions.

To put this strategy into practice, it is important that your collaborators do these simple things:

  1. Ask customers for their email addresses
  2. Explain the benefits of membership
  3. Allow customers to know exactly what to expect in terms of newsletter frequency and content
  4. Proofread email addresses to verify correct spelling and reduce the risk of errors

Create a Mailing List via welcome email

If you have collected email addresses through the software listed above or through other methodologies and you do not have consent to send newsletters, a good practice is to send a welcome email to those customers, perhaps offering some discount codes or freebies. This way you can get in touch with customers and ask them to send further commercial communications via email.

Create a Mailing List via Call Center

It involves requesting customers’ email addresses during calls made to customer service. Customers are highly receptive during these types of calls and you have their full attention. This should be used to your advantage by requesting email addresses. Many could join.

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