8 Simple Tips to Improve Your Membership Renewal Letters and Emails (2023)

As you prepare for this year’s membership renewal campaign, be sure to take the time to review and update your renewal letter or email.

For many organizations, this is the key tool in your renewal toolbox. After all, unlike your newsletters or website, your renewal letter or email offers an opportunity to speak directly to your member. And since retaining members and keeping them active and engaged is critical — it might just be the most important communications piece you’ll send this year!

Wondering how to send out membership renewals during COVID-19? Fill out the form below to get a template to help you out:

COVID-19 Membership Renewal Letter Template

for Associations, Nonprofits & Clubs

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8 Simple Tips to Improve Your Membership Renewal Letters and Emails (1)

1. Write a Powerful Member Renewal Letter

Your renewal letter or email needs to speak to each member and make them feel they have a personal connection to and an integral part of an important organization.

It should be a powerful message that reminds and reinforces the value your organization brings to their personal and/or professional life. It also needs to acknowledge both the organization’s commitment to the member and the importance of his/her support — from the moment they filled out your membership application form onwards.

One way to ensure you are offering up a personal touch is to step back and think about what you’d want to hear if you were a member. You could also consider involving members in the renewal letter process. Why not talk to your board, membership or communications chairs — perhaps they have some thoughts you can incorporate? To make it even more personal, you might even want to have the letter or email come directly from one of these volunteers.

2. Get Members to Renew on Their Own

Want to make your life a little easier?

Why not get members to renew automatically?

The top membership organizations get their members to renew on their own by setting up recurring dues. Recurring dues is a process that automatically charges a members’ credit card at the end of each period. A member just needs to be set up once, and that’s it.

(Video) 8 Simple Ways to Add a Personal Touch to your Membership

There are many advantages of setting up recurring dues, including:

  • Time and money saved from processing dues yourself.
  • An increase in cash flow from members’ accounts being charged automatically the second a due is due (no late dues).
  • Since you won’t have to nag your members about late dues, you can save your communication with them for when it counts.

The easiest way to set up recurring dues is to use a membership management system, which is designed to automate all the admin tasks for a membership manager (like dues, website updates, newsletter design, event registrations, database updates, and more).

If you’re looking for a great membership management system to use for your organization, WildApricot is the number one rated system used by over 20,000 membership organizations across the world. The best part is that WildApricot has a free 60 day trial for anyone looking to use it. You can get your free trial here.

8 Simple Tips to Improve Your Membership Renewal Letters and Emails (4)“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

3. Do This in Your Message for Added Impact

If you’re using a membership management platform, you’ll be able to use your membership data to personalize renewal emails or letters.

Start the process by thinking about what sets your members apart – for example:

  • Do you have a number of membership levels or categories? (e.g., student, active member, retired, affiliate, etc.)
  • Do you segment your list based on membership status? (new member, active member; long-standing member, inactive/ lapsed member, former/returning member)
  • Do you capture engagement data? (e.g., volunteer activity; attendance at events or professional development sessions; involvement in committees or task forces; etc.)

The more you know about your members, the more you can personalize the letter or email to speak directly to them.

(And if you don’t know which of your members fall into these segments… it’s time to start asking and tracking!)

For example, if you know that a group of members have been active on your advocacy committee or interested in an initiative, you might want to highlight the association’s success over the past year and thank and acknowledge their contributions that made this possible in their renewal letter.

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This letter from Forterra (formerly the Cascade Land Conservancy) highlights initiatives that this donor’s support has made possible throughout the year and explains exactly which initiatives their membership renewal can support in the year to come.

8 Simple Tips to Improve Your Membership Renewal Letters and Emails (5)
Alternately, if you have a student membership category, you might want to highlight specific member benefits that this group finds most beneficial (e.g., such as professional development or networking events).

You might also want to consider creating separate letters or emails based on membership status, for example:

  • a powerful “we miss you” message (maybe from the Board Chair?) for lapsed members
  • a personal “couldn’t do it without you” note for long-standing members
  • a welcoming note for new members renewing for the first time
  • a “welcome back” note for former/returning members

If you are struggling to find the best way to address a specific segment, try reaching out to a member or a volunteer who represents that group and get his/her feedback and insight.

Note for WildApricot users: you can customize your automated renewal emailsand create different versions to suit membership segments, categories or levels.

4. Make Sure the Salutation Isn’t a Show Stopper

Remember that famous line from the movie Jerry Maguire: “you had me at hello”?

Well, your first two words – “Dear xxx” can have a huge impact on whether your letter or email are read or taken seriously.

If you fumble the salutation, your member may never get to your wonderful prose about how important he/she is or the amazing work your organization has accomplished over the last year.

So, here are a few tips on getting the hello or welcome right:

  • Never say “dear member” — it needs to be personal
  • Dear [first name] – is probably best, but ensure your database has correct first names for all members so you don’t end up with a “Dear blank” or worse, “Dear first name”!
  • Avoid using Ms., Mr., or Mrs.since any glitch in your database can be the “kiss of death” when a staffer or the system gets the member’s gender wrong! Mistakes like those certainly suggest you don’t know this member.

Want more tips like this? Before youlick that envelope or hit the send button,check out ourMembership Renewal Letter Checklist.

5. Show Them the Benefits

Receiving your renewal letter or email may have your members thinking about another line from the Jerry Maguire movie: “Show me the money!”.

When they receive your yearly renewal letter, email or invoice, they’re automatically thinking, “What has my association/club done for me lately?” They’ll be thinking about the value of membership and the benefits you’ve provided, in terms of the value that’s being added to their businesses and/or lives.

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So, when crafting your renewal communications messages, take care to be sure they resonate with your members — and shows them the benefits of belonging.

For example, this table from thePMI Kansas City Mid Americahighlights the differences between being a member and a non-member.

8 Simple Tips to Improve Your Membership Renewal Letters and Emails (6)

To present this effectively in their renewal letter, they could look at which benefits a member has taken advantage of and point out how much money they’ve saved throughout the year.

Another benefit that most organizations provide and that’s easy to highlight: the chance to be part of a community.

Simply reminding members of the emotional and professional connections they can form throughout your organization can often be more valuable than a simple list of discounts.

For example, if your organization has amember directory, you can point it out. If not, you could potentially ask members how they’ve benefitted from having the chance to network with other members — Have they gotten new business contacts? Have they learnt something new? — and then highlight those testimonials in your letters and website to encourage renewals.

In sum: your overview of your benefits doesn’t have to be long-winded, but it does need to be relevant and outcomes-focused. If you’ve done some thinking about customizing to suit your audience, it can be a brief, bullet-point list that speaks directly to the member.

6. Make Your Ask Urgent and Honest

Yes, this is a renewal letter or email… but you don’t want to jump right in and ask them to renew in the first line since that can come off as aggressive and make it look like you’re only in it for the money.

However, once you’ve made a welcoming start, and reminded your member about the benefits of belonging, then you need to “make the ask”.

Of course, even if they have scanned through your email or letter, your member is waiting for “the pitch”. So make it urgent and honest — ask them to renew their membership today.

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It should also include the ways in which they can do this quickly and easily, whether it’s via cheque or online. If you’re sending an email, you can even include the link to your member portal so that they can click through immediately.

7. This Reminder is De Rigueur

We’re talking renewal letters and emails here, but your organization may think about renewals in terms of “renewal notices”, “renewal reminders” or even “renewal invoices”.

No matter how your process or membership management systems work, you should take the opportunity at renewal time to reach out to all of your members with a personalized message.

If your organization is using online membership management software, many of your members might have taken advantage of signing up to have membership fees automatically paid on a regular (yearly, quarterly, monthly) basis.

But even though technology can save enormous time and effort with renewal administration, if members are paying through your membership management system’s recurring payments processes, it’s still important to take the opportunity to connect with members. After all, it’s a courtesy to notify them that their membership renewal is coming up and that their credit card will be charged. It’s also an opportunity to re-connect with them on a personal level as you are with your other members who are receiving the renewal letter or email.

Read More:5 Steps to Build a Membership Site (No Tech Experience Required)

8. Don’t Forget to Say This

Your renewal letter or email offers an opportunity to outline the benefits of membership and acknowledge your member’s valued support. But it can also instill some excitement for the coming year – activities, programs or events made possible by their member dues or fees.

Use your closing as the opportunity to offer a genuine note of thanks to the member. If you can, customize the closing to suit the member type or the profile of the member so that it is warm and personal – offering up that emotional connection and a sense of membership value that reminds them why they became involved with your organization in the first place.

9.A Membership Renewal Letter Sample to Follow

Looking for a membership renewal letter that you can use that implements all of these suggestions?

Well, look no further: here’s a template for you!

8 Simple Tips to Improve Your Membership Renewal Letters and Emails (9)

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We hope you find it helpful while you’re sending out renewal letters!

Here’s a Great Infographic Summarizing Everything in This Post:

8 Simple Tips to Improve Your Membership Renewal Letters and Emails (10)


How do you write a good renewal email? ›

Tips to write a renewal reminder email:
  1. Be confident, but not pushy.
  2. Keep it short and sweet.
  3. Choose an effective subject line.
  4. Personalize as much as possible.
  5. Make it a drip campaign.
  6. Ask for feedback if you want.

How do you write a membership email? ›

The New Member Welcome Email Template You Need To Try

Thank you so much for becoming a member of [association's name]! We're thrilled to have you on board and can't wait to get to know you. To help you get involved, here are a few events we have planned over the next couple of months: [List upcoming events here]

How do I write a letter of membership? ›

Tips To Write A Membership Letter
  1. State the need for membership.
  2. Write all the details precisely without any grammatical or structural error.
  3. State reason for seeking membership.
  4. Show interest while maintaining a polite and formal tone.
  5. Do not deviate away from the topic while writing the letter.
Jan 13, 2020

What is an example of a membership renewal letter? ›

Your [Organization] membership expires [date] and we sincerely hope that you will join us for another outstanding year of great programs and professional development. Good news! There's still time to renew and it's as easy as ever with these options: Click on this link, [renewal URL], and follow the prompts.

What is a good sentence for renew? ›

They celebrated their 25th wedding anniversary by renewing their wedding vows. They have renewed their efforts to find a peaceful solution. The incident has renewed hostilities between the groups. They recently renewed their acquaintance after more than 10 years apart.

How do you write a professional email and letter? ›

5 Tips for Writing Professional Emails
  1. Step 1: Identify what you want your email to convey. Before crafting your message, ask yourself: What outcome do I hope this email brings? ...
  2. Step 2: Edit your recipient list. ...
  3. Step 3: Tailor your subject line. ...
  4. Step 4: Craft your message. ...
  5. Step 5: Specify timelines.
Aug 10, 2022

How do you write a formal email and example? ›

Formal email template

Email subject: [short but clear summary of the topic and your main message.] [Use the first paragraph to introduce yourself and explain the purpose of your email.] [Use the main paragraph to go into detail about why you're emailing the person and supply any necessary details the recipient needs.

How do you write a membership letter of inquiry? ›

How to write a letter of inquiry
  1. Start with an introduction. The introduction of your letter of inquiry serves as an executive summary of your letter. ...
  2. Describe your organization. ...
  3. Include a need statement. ...
  4. Provide a need solution. ...
  5. List other funders you're approaching. ...
  6. Conclude with a summary.
Apr 26, 2021

How do you write a letter like a professional? ›

Writing a Professional Letter
  1. Before You Begin - Consider Format. Choose a professional and easy to read font like Times New Roman, Ariel, or Calibri. ...
  2. Identify Your Address. ...
  3. Add the Date. ...
  4. Identify Your Recipient. ...
  5. Greet Your Reader. ...
  6. Close the Letter. ...
  7. Proofread.

How do you write a creative letter? ›

Here are a 5 tips on how to write inspiring, creative letters:
  1. Be Yourself. Writing letters is easy once you get the hang of it. ...
  2. Create the Perfect Setting. Because writing letters is such a personal process, you need your own space. ...
  3. Ask About Them In a Funny Way. ...
  4. Carry a Notebook With You. ...
  5. Have Lots of Fun.
Dec 13, 2022

What is renewal message? ›

Renewal emails are automated messages sent out to existing customers to remind them that their membership or subscription is expiring, and urge them to take action. These kinds of emails are commonly used for subscription-based services as well as products with recurring payments.

Why is membership renewal important? ›

Not only does it literally pay to keep your current members, but keeping a close eye on renewals can help you spot bigger trends or issues within your organization. Maybe members don't understand the value they're getting. Maybe you aren't reaching out often enough—or too much!

How do I write a letter of renewal of association? ›

Member Renewal Letters: A Complete How-To Guide (Free Template Included)
  1. Start With Your Salutation. ...
  2. Remind Members Of Their Membership Value. ...
  3. Get To The Point — Ask Them To Renew! ...
  4. Offer Membership Renewal Incentives. ...
  5. Provide Follow-up Details. ...
  6. Thank Your Members (Again and Again) ...
  7. Follow Our Free Template.
Oct 1, 2020

How do you attract customers to your membership? ›

9 Solid Marketing Strategies to Increase Your Membership Signups
  1. Know your audience. ...
  2. Define what you're offering. ...
  3. Tell people about your membership. ...
  4. Make it easy to become a member. ...
  5. Offer some kind of bonus. ...
  6. Consider a partnership. ...
  7. Post user reviews. ...
  8. Let everyone know what you offer.
Apr 7, 2022

How do I incentivize my membership? ›

When people feel a sense of community and belonging, they will not want to walk away. Read on for ways to incentivize your current members to keep them coming back year after year.
Referral Program
  1. Discounts on membership dues.
  2. Amazon gift cards.
  3. Free merch.
  4. Cash.

How do I grow my online membership? ›

  1. Define your ideal member and target market. ...
  2. Validate your membership site idea. ...
  3. Pricing your membership site. ...
  4. Choose a platform to host your membership site. ...
  5. Design your membership website. ...
  6. Creating membership site content. ...
  7. Building your community.
Jul 28, 2020

What is a good sentence for the word example? ›

Noun He set a good example for the rest of us. She gave several examples to show that the program is effective. We've chosen three examples of contemporary architecture for closer study.

What is a good sentence for most? ›

Use “most” in a sentence

This is the most beautiful lake that I have ever seen. The latter point is the most important. Most people think I'm crazy. What do you spend most of your time doing?

What is a great sentence? ›

A great sentence verbalizes ideas clearly and efficiently, establishing effective communication through writing. The content of a sentence and how it's structured determines if it's good—but a complex sentence doesn't necessarily mean it's well-written, and a short sentence can say just as much as a long one.

What are the 5 points to writing a perfect email? ›

5 Steps to Writing the Perfect Email
  • Step 1: Define Your Topic. ...
  • Step 2: Think About the Recipient. ...
  • Step 3: Make Lists. ...
  • Step 4: Create Your Call-to-Action. ...
  • Step 5: Write Your Subject Line.
Oct 25, 2017

What is the most professional phrases in email writing? ›

Use these helpful phrases when need to give or receive some information (or when you already did).
  • Thank you for letting me know.
  • Thank you for the heads up.
  • Thank you for the notice.
  • Please note...
  • Quick reminder...
  • Just a quick/friendly reminder that...
  • Thank you for sharing.
  • I'd like to inform you that...
Jan 10, 2022

What makes a good email message? ›

Emails, like traditional business letters, need to be clear and concise. Keep your sentences short and to the point. The body of the email should be direct and informative, and it should contain all pertinent information. See our article on writing skills for guidance on communicating clearly in writing.

What does a good professional email look like? ›

Professional Email Address Format

The most standard and recommended form of a professional email address is of course the firstname.lastname@domain.tld format. But there are some other ways you can get a professional email address, such as: firstnameinitial.lastname@domain.tld. firstnameinitiallastname@domain.tld.

What is an example of a professional email? ›

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs. At [company name], there are a number of services we can offer, such as [short list of services].

How do you encourage membership? ›

38 Ideas to Increase Membership for Your Association
  1. Host a networking event. ...
  2. Create a referral program. ...
  3. Host a “bring a friend” meeting or event. ...
  4. Host a free luncheon or speaker series. ...
  5. Offer a discount or promotion. ...
  6. Offer a free trial membership. ...
  7. Solicit feedback from existing members.

How would you persuade someone to keep their membership? ›

1. Remind Your Members of the Benefits
  1. Remind Your Members of the Benefits. ...
  2. Remind Your Members of the Benefits. ...
  3. Catch Lack of Engagement Early. ...
  4. Catch Lack of Engagement Early. ...
  5. Open Two-Way Communication. ...
  6. Open Two-Way Communication. ...
  7. Use Your Membership Committee. ...
  8. Use Your Membership Committee.

How do I promote my club membership? ›

100 Ways to Recruit New Members
  1. Ask someone.
  2. Bring a guest to meetings.
  3. Advertise in newspapers & cable TV.
  4. Have a clear club goal & a strategic plan.
  5. Letters or personal contact with local businesses.
  6. Contact with Chamber of Commerce.
  7. Place customized bookmarks in library books.
  8. Have public meetings at malls, outdoors, etc.

How do you grow members? ›

10 proven ways to grow membership
  1. Provide targeted, valuable content.
  2. Simplify the path to membership.
  3. Offer an incentive to join.
  4. Step up your social media interaction.
  5. Find co-marketing opportunities.
  6. Optimize your website for new member conversions.
  7. Add a job board to your website.
  8. Use existing business networks.
Aug 25, 2022

What are the four 4 ways to persuade others? ›

4 modes of persuasion
  • Ethos. Ethos relies on credibility as the method for convincing others. ...
  • Pathos. Pathos is a mode of persuasion that appeals to the human emotions. ...
  • Logos. Logos appeals to the logical side of the audience members, and using logos can help establish the ethos in writing. ...
  • Share personal experiences.
Jul 7, 2021

What is the most effective way to persuade people? ›

How to persuade people
  • Establish your goal. Visualize your ideal outcome to stay focused when persuading others.
  • Think of compelling points. ...
  • Consider the opposition. ...
  • Choose an ideal time. ...
  • Initiate a conversation. ...
  • Ask for support.
Jun 8, 2021

What are good things to persuade people? ›

What Makes a Good Persuasive Speech Topic?
  • It's Something You Know About or Are Interested in Learning About. ...
  • It's a Topic People Care About. ...
  • It Isn't Overdone. ...
  • Arts/Culture. ...
  • Economic. ...
  • Education. ...
  • Ethics. ...
  • Government/Politics.
Jan 25, 2020

How do I increase my club membership sales? ›

Don't forget to advertise the promotion throughout the club using lottery mechanics to motivate members. Also, it's important to remember to always up-sell members into higher yielding memberships such as Team Training and Personal Training by letting them test the water with free classes or sessions.

How do you attract customers to a club? ›

9 Nightclub Promotion Ideas That Will Fill Your Bar or Club
  1. #1) Host Themed Events That Catch Attention. ...
  2. #2) Tap Into Text Marketing. ...
  3. #3) Use FOMO to Run Photo Promotions. ...
  4. #4) Share Your Events in Local Groups and Pages. ...
  5. #5) Turn Your Social Media Channels Into a Resource.
Feb 26, 2022


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