Membership Renewal Letter Checklist

Whether you send it by mail or email, your membership renewal letter is one of the most important tools in your retention toolbox.

So, to ensure it is as effective as possible, here is a checklist to follow before you lick that envelope or hit the send button.

Renewal Pre-planning – Do you have a solid foundation in place?

☐ Did you segment your membership list for a more personalized message?

☐ Is your database up-to-date and filters set up to ensure your greeting and other necessary macros are set to insert corresponding information for each specific recipient from your database?  (If you are using WildApricot – here are details on customizing default membership emails.)

Tone – Is your message personal?

☐ Is the greeting personalized? (e.g., the member’s name instead of the dreaded “dear member”)

☐ Is your tone warm and conversational? (Tip: write in the second person (e.g., use “you” and “we” and read the email/letter out loud to ensure it sounds conversational)

☐ Have you avoided jargon and association speak? 

☐ Does it read like an invoice or a letter?

☐ Are you making an emotional connection? (Remember this IS personal to your member)

☐ Does it sound like you are building a relationship?

Content – What have you done for me lately?

☐ Did you “show them the benefits” – outline outcome-based benefits of membership 

☐ Have you customized the benefits to suit the recipient (e.g., it’s not just the same old list of benefits – but tailored to suit the member)

☐ Do you demonstrate membership value?

☐ Did you instill excitement for the coming year by setting the scene about enticing member benefits, events, activities, initiatives?

Action – Did you make it easy for members to renew?

☐ Did you demonstrate urgency? (e.g., renew your membership today)

☐ Did you include a link to your member self-service portal for instant renewal?

☐ For postal letters – did you include an invoice?

Closing – Did you say thanks?

☐ Did you thank members for their support and acknowledge that the association/club values the member?

☐ Did you kindle excitement for the upcoming year to encourage both their renewal and increased engagement?

☐ Did you customize your closing? (e.g., based on to the member type; volunteer involvement; etc.)

This Software Makes Growing a Membership a Snap (plus It Saves Time & Money)!

One of the biggest complaints I hear from membership managers is how much time it takes to process new member and event registrations. Fortunately a software exists that completely automates the registration process online so you never have to lift a finger again. It’s called Membership Management Software and it saves some organizations up to 20 hours a week in administrative work.

The best part is that Membership Management Software is an all-in-one tool that eliminates most of the admin tasks when it comes to running a membership organization. Some of its main components include:

• Automated contact database updates
• Online event registration and payments pages
• A way to accept online donations
• An emailing system to communicate with your members
• Professionally designed newsletter templates
• Instant financial reports

If you’d like to see how much time and money membership management Software can save you, start a free trial of WildApricot, the number one Membership Management Software on the market used by over 20,000 organizations around the world. You can get your free trial here.

“As our club grew from the 60’s to in excess of 150 members and the need to collect dues and establish membership categories arose, it became very hard to manage everything with the paper system we had been using. WildApricot solved all that perfectly.”

– Fred Finney, Vistoso Cyclists

Want more membership renewal tips and ideas?

Check out these additional Membership Knowledge Hub resources:

• 8 Tips for More Effective Membership Renewal Letters and Emails
• How to Manage Membership Renewal: Tips and tactics for small membership organizations
• How to Build a Better Membership Application Form
• Membership Application Form Checklist