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How to Set Up Automatic Happy Birthday Emails

Your subscribers’ birthday is a special occasion that can be used to establish a deeper connection between your brand and your customers. Here’s how it works.

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How to Set Up Automatic Happy Birthday Emails

Personalization and targeted marketing are the foundations for building strong customer relationships and driving conversions. One effective way to engage with your subscribers on a more individual level is through automated birthday emails.

Automated birthday emails are pre-scheduled emails that are triggered to send personalized messages to subscribers on their birthdays. These emails are part of an automated workflow, where the system automatically detects the subscriber’s birth date and sends a customized email without requiring manual intervention.

You can use the power of automated workflows and personalized content to create memorable experiences that leave a lasting impact on your subscribers. In this article, we’ll explore each component of setting up automated birthday emails, so you can have a deeper connection with your subscribers. Here are all the steps you need to consider to set up this amazing, automated message:

Email Marketing Platform

Selecting a reliable email marketing platform with robust automation capabilities is the foundation of successful birthday email campaigns. Platforms such as Mailchimp, Sendinblue, and Campaign Monitor offer services that allow you to easily create such campaigns. 

Aside from the birthday email feature, they also offer user-friendly interfaces, advanced automation features, and detailed analytics. Consider the scalability, integration options, and pricing when choosing the platform that best suits your business needs.

Data Collection

To send personalized birthday emails, you must collect customer data. Implement various methods – such as sign-up forms, surveys, or CRM integration – to capture this information. Make sure to communicate the value customers will receive by sharing their birth date, such as exclusive offers or discounts.


Segmenting your email list based on birth dates allows you to create a specific segment for your birthday email campaigns. This segmentation ensures that the right emails reach the right individuals at the right time, increasing the likelihood of engagement and conversions. 

You can also segment based on other factors like demographics, purchase history, or engagement levels to further personalize the content. For example, if a section of your audience has birthdays around the holiday season, you can send personalized birthday emails based on the time of year.

Email Design and Content

Craft visually appealing and mobile-responsive email templates for your birthday campaigns. Begin with attention-grabbing subject lines that entice recipients to open the email. Customize the greeting to include the recipient’s name. Don’t forget to use vibrant visuals, compelling offers, and a clear call-to-action (CTA) to drive conversions.

Automated Workflow

Set up an automated workflow for the birthday emails. This workflow triggers the email to be sent on the recipient’s birthday or in advance. Configure the timing and frequency of the emails to ensure they are well-timed and not overwhelming. Automating the process saves time and effort, allowing you to scale your campaigns better.


Personalization is key to creating memorable experiences. Dynamically insert the recipient’s name and birth date into the email content. Tailor the content to match their preferences, past purchases, or browsing history. Consider including special birthday discounts, exclusive offers, or even small gifts to make the recipient feel valued and appreciated.

Continuous Improvement

The email marketing landscape is constantly evolving. To stay ahead, monitor customer feedback and adapt your strategy accordingly. Regularly review and update your email templates, offers, and personalization techniques. Stay updated on industry practices and trends to gain valuable insight and stay on top of the marketing game.

Birthday Email Tips

When crafting birthday email messages, it’s important to create a personalized and engaging experience for the recipient. Here are some key elements to include in your birthday email messages:

  • Personalized Greeting: Start the email with a warm and personalized greeting that addresses the recipient by their name. This simple touch helps establish a personal connection and shows that the message is tailored specifically for them.
  • Birthday Wishes: Extend heartfelt birthday wishes to the recipient, expressing your sincere appreciation for their support and loyalty. Make them feel exceptional and valued on their special day.
  • Exclusive Offer or Discount: Include a unique birthday offer or discount that is exclusive to the recipient. This can be a percentage off their next purchase, a free gift, or a special promotion. The offer should be enticing and encourage them to take action.
  • Engaging Visuals: If you’re going to include visuals, use birthday-themed images, balloons, or confetti to create a festive and celebratory atmosphere.
  • Personalized Content: Tailor the content of the email based on the recipient’s preferences. This could include recommendations for products or services they might be interested in, based on their previous interactions with your brand.
  • Clear Call-to-Action (CTA): Include a prominent call-to-action that directs the recipient to take the desired action. Whether it’s making a purchase, redeeming a discount code, or exploring a special birthday collection, the CTA should encourage engagement.
  • Social Sharing Options: Include social sharing buttons or a referral program that allows recipients to share their birthday offer with friends and family. This can help extend the reach of your campaign and attract new customers through word-of-mouth.
  • Branding and Brand Voice: Ensure that your birthday email aligns with your brand identity and maintains a consistent brand voice. The email should reflect your brand’s personality and values, reinforcing familiarity and trust with the recipient.
  • Mobile Responsiveness: Optimize your birthday emails for mobile devices to ensure they are readable and visually appealing on smartphones and tablets. A significant portion of email opens occur on mobile devices, so it’s important to cater to them as well.
  • Unsubscribe Option and Privacy Notice: Include an unsubscribe option in compliance with email marketing regulations. Reassure the recipient about the privacy and security of their personal information by including a privacy notice or link to your privacy policy.

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