How to Write a Great Membership Renewal Letter (Sample) (2023)

Posted on by

Renewal income is the lifeblood of most associations, chambers of commerce and nonprofit groups. A great membership renewal letter can convert members who may be unsure if they want to remain. Follow these best practices in your renewal email to maximize retention.

Jump to the Membership Renewal Letter Sample.

The Basics

  1. Write a great subject line
    Retention Science reported that subject lines with 6 to 10 words deliver the highest open rate. This may be in part due to the shorter cutoff point for subject lines that are read on smart phones. See some subject line tips for your member renewal letter and consider these examples:
    • Your access to abc benefit expires in x days
    • Why popular member name renewed, and why you should too
    • Discount code inside for first 10 Gold Member renewals
  2. Aim for simplicity
    The ideal length for an email is between 50-125 words according to a Boomerang study; emails in this range enjoyed response rates above 50%. Other tips to keep your renewal email format simple:
    • As of March 2019, approximately 60% of email opens occurred on mobile (Adestra), underlining the importance of a mobile-first focus. This means not including wide graphics that will break your email layout for mobile viewers.
    • Don’t clutter the top of the email with graphics other than perhaps your logo. You don’t want to waste your members’ time or distract them. Get right to the point.
    • Use bullets and short sentences to convey key points.
    • Apply a readability test to your content. Proof your letter for typos, punctuation, spelling and grammar mistakes.
  3. Remind members why they belong
    Mention benefits, preferably in a bulleted list format with links. If you are taking the time to customize your member renewal letter on an annual basis, pull in a few highlights from your annual report. Create a calendar reminder to prompt you to make adjustments to your renewal email when your new report comes out.
  4. Communicate urgency
    Be sure that the member renewal date is prominent. You want your members to take action the first time they read this email and not wait for reminders.
  5. Direct members to the right place to renew
    Don’t just link to your membership website home page. Your members might end up trying to join again instead of logging into their account to renew. Within the renewal letter, the renewal link or button should be close to the membership expiration date.
  6. Include contact info
    Renewing members may have trouble with their passwords or other technical issues, especially if you have older members. Contact information — both email and phone — helps members reach you to speedily resolve issues.
  7. Engage the member to take action
    The more engaged they are, the more likely your members will renew. Consider including mention of an action they can take to reconnect to your organization:
    • Remind the member to log in and add to their member directory profile.
    • Invite them to attend events; include a link to your event calendar page.
    • Encourage volunteering; link to your volunteer page. Along these lines, you can mention committees that are actively seeking members. Don’t forget contact information or a link.
    • For vendor or affiliate members, promote your sponsorship and advertising opportunities as they may not know how to get involved.
  8. Test before sending
    Test your message before you activate it for your members. See how your renewal email appears on smartphones and desktop computers. If it looks good in both places, you can typically assume that it will also look good on a tablet too. Possible issues:
    • Long subject lines are cut off. Mobile devices show around 25-30 characters of a subject line on average. To avoid issues, place key words early in the subject line.
    • If an image is wider than 300 pixels, it may force mobile viewers to scroll right and left to read the message.
    • Check to be sure your tags convert to data when you send a test to yourself. Nothing makes an email feel more impersonal than seeing a tag instead of a name.
  9. Set up multiple notices
    Today’s members are easily distracted. Set up a series of emails in your membership platform related to renewal. Consider communicating with:
    • Two in advance of the membership renewal date. It’s great to get your dues payments in sooner!
    • Two to three emails if the member goes past due.
    • A phone call somewhere in the process. Perhaps you have a membership committee, retention chair or board members willing to follow up this way to spread out the workload? Tip: track personal outreach efforts in each member’s timeline in your membership database.
    • Other personal outreach.

    Each email can have a slightly different focus so that the member is provided with new information that may compel them to renew. In either the last email prior to the expiration date or in past due emails, mention the benefits that they will no longer have access to, whether it is:

    • member only content,
    • exclusive member events,
    • their membership directory listing,
    • discounted ticket pricing and more.

Next Level Ideas for Your Membership Renewal Letter

  1. Customize the content by membership level.
    Your membership database software should allow you to send out different renewal notices to each of your membership levels. Leverage this ability to customize; remind your premium members about the benefits they are entitled to.
  2. Offer the opportunity to auto-renew.
    Think of all the things that can go wrong when a member tries to renew, such as:
    • The member sees the renewal letter once and thinks, “I’ll deal with this later,” but never returns to the task.
    • The member forgot their password and doesn’t take the time to use the forgot password feature (or worse, the password reset email goes to their spam folder).
    • The member types in incorrect or expired credit card information and gets an error message. If they are in a hurry, they may get frustrated and not complete the transaction.

    Given these pitfalls, the more members you can convert to auto-renewing credit card billing, the better your retention rates will be. Encourage auto-recurring billing. Some ways to encourage this shift include:

    (Video) Employment contract renewal letter../writing a sample contract renewal letter // handwriting

    • Mention the efficiency of not having to login and perform this task with the next billing cycle.
    • Consider offering a discounted membership rate to those on auto-renewing billing.
  3. Avoid spam filters
    It’s always a good idea to run your email through a spam test to look for problems with your subject line or content. Or take a look at 550+ spam trigger words to avoid. If you are questioning whether or not any of your emails are consistently reaching your members, take a look at these factors:
    • Use an email address tied to your domain name such as, not Gmail or Yahoo email account. Two reasons among many why using a personal email address is a bad idea:
      • It looks unprofessional. If you can’t be troubled to set up a domain-affilated email address, why should your members take time to renew?
      • A domain-specific email address lets your members know whom the message is coming from. They are less likely to open an email from someone they don’t know.
    • If you are using a custom domain name-related email address for sending renewal letters from your membership management software, have you authenticated your email address using DKIM/DMARC? Creating these records at your domain registrar will enable your membership software’s servers to officially send emails on your organization’s behalf. Look to your membership CRM Help section for instructions. MembershipWorks customers can find this information in Help > Basics & Setup > Email Deliverability.

Consider the Entire Membership Journey

Ideally you have been communicating with each member regularly since their join date. How did you interact with this member? Some of the ways you might engage with members on an ongoing basis include:

  • Event notices,
  • Thank you emails for membership and other transactions,
  • Calls for volunteers, peer mentors or committee members,
  • A regular enewsletter,
  • Blog posts that are sent out by email,
  • Listserv emails,
  • Autoresponder series on a topic they are interested in,
  • Forum posts,
  • Social media posts,
  • Phone calls,
  • Texts (bulk or personal), or
  • Best of all, personal communications.

Members who have been educated about the value of belonging, have engaged with the group and have taken advantage of its benefits should welcome the chance to remain a part of your organization.

How to Write a Great Membership Renewal Letter (Sample) (1)

Sample Renewal Letter

This renewal letter example illustrates what a chamber of commerce might say, but you can easily customize it for any membership or not-for-profit organization’s needs.

Subject line: Your access to 1,500 newcomers ends soon

(Video) How To Write an Application For Renewal of Employment Contract | Letters in English

Dear [contact],

[organization name] has worked hard over the past 12 months to help you acquire new business and connect with peers. Login <link to member login page> to renew your membership before it expires on [date]. Let’s keep growing together!

This year we promoted your business by:

  • Distributing 2,500+ welcome packets to newcomers.
  • Selling 5,000+ Buy Local cards.
  • Connecting 50 local nonprofits with 500 volunteers. (See media coverage. <link>)

Renew today <link> to continue your access to:

  • Our annual salary survey results <link>.
  • Member only networking events <link to calendar page> like our annual Picnic on the Lake and our monthly Member Happy Hour.
  • Our mentorship program <link to directory page that is a subset of your larger directory>.
  • Listing your events on our Community Calendar <link>.

We’re eager to have your participation in the coming year! Please reach out with questions or ideas to better serve you.

(Video) Renewal Letter of Magazine Subscription

Thank you,

Your Member Service Team

Facebook <link>

LinkedIn <link>

(Video) Quick Tips on Making Renewal Letters Better


Also check out our tips for writing a member welcome letter.
A well-crafted welcome email can boost retention rates. New members will start off on the right foot with awareness of your programs and how to make the most of their membership.

See related articles:

3 Rules for Successful Renewal Letters
5 Tips for Successful Automatic Renewal Letters
How to Make a Splash with a New Website Announcement (Sample Email)

Comments are closed.

(Video) How To Write Rental Non-Renewal Letter [Free Template]


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 I write a renewal? ›

I, ___________(name), has been an employee of your company in the _______________ since __________(duration). My work contract is due to expire on _______date) and am writing to request a renewal of the contract for extended employment.

How do I encourage my membership renewal? ›

10 membership renewal strategies if your member retention is low
  1. Make member benefits your main priority – and message. ...
  2. Keep benefits in line with member needs. ...
  3. Run a member satisfaction survey. ...
  4. Build a membership retention plan. ...
  5. Refresh and automate your membership renewal letters. ...
  6. Give members something to anticipate.

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 professional greeting letter? ›

Salutations for business letters

The most formal salutation is Dear, [title], then the last name. If you're unsure of the person's pronouns, it's a good idea to use Dear [First and last name] or Dear [First name]. When you don't know the recipient's name, you can use Hello or Greetings.

How can you use renewal in a sentence? ›

License renewals can be done online. You can get a 10 percent savings on subscription renewals. High fuel prices have led to a renewal of interest in electric cars. She uses flowers in her art as symbols of rebirth and renewal.

What is a sentence for renew? ›

Larry's landlord threatened not to renew his lease. 25. He must renew his library card this week. 26. Every year I renew my membership of the sports club.

What is a renewal quote? ›

Renewal Quotation means a quotation including fees and taxes for the renewal of the Part 1 Relevant Insurances, and based on the cover and deductibles for such insurance at the same level as those applying immediately prior to the Insurance Costs Review Date; Sample 1.

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 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 write a simple agreement letter? ›

How to write a letter of agreement
  1. Title the document. Add the title at the top of the document. ...
  2. List your personal information. ...
  3. Include the date. ...
  4. Add the recipient's personal information. ...
  5. Address the recipient. ...
  6. Write an introduction paragraph. ...
  7. Write your body. ...
  8. Conclude the letter.
Jun 1, 2021

What is an example of a written agreement? ›

Most contracts that involve a lot of money or serious legal obligations are written contracts. For example, a contract for the sale of real estate, a two-year car rental contract, and auto, real estate, and health insurance contracts are written contracts.

How do you write a simple agreement? ›

Write the contract in six steps
  1. Start with a contract template. ...
  2. Open with the basic information. ...
  3. Describe in detail what you have agreed to. ...
  4. Include a description of how the contract will be ended. ...
  5. Write into the contract which laws apply and how disputes will be resolved. ...
  6. Include space for signatures.

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

How do you write a professional praise email? ›

Dear [employee name], I want to take the time to thank you for the excellent job you have been doing for [company name] lately. You always behave professionally, cooperate with your teammates and produce high-quality work. We appreciate all the hard work you have been putting into your projects.

What are the 5 C's of effective email writing? ›

Remembering to be clear, cohesive, complete, concise, and concrete when communicating will help improve your writing. Of course, these principles also apply to verbal communication, where things like body language and eye contact can sometimes muddle a message.

How do you write great emails and why it matters? ›

Always start the email by addressing a specific person or group.
2. Name the intended recipients
  1. Don't bury the lead. ...
  2. Provide specific dates and times. ...
  3. Highlight and specify your requests. ...
  4. Write in your natural voice. ...
  5. Stay active, not passive. ...
  6. Format for clarity. ...
  7. Include images whenever possible. ...
  8. Squeeze out excess words.
Sep 2, 2019

How do you start a sentence in a formal letter? ›

The best option for an opening line in a formal letter is to tell the person why you are writing the letter: --Dear Mrs. Smith, --I am writing to + verb.... The sentence should state your reason---I am writing to inform you... I am writing to complain..

When writing a formal letter what are the three important things to keep in mind? ›

Short, concise and simple are three important words to keep in mind when writing business letters, advises

How do you write a truly letter? ›

Only the first word should be capitalized (e.g., Yours truly), and the sign-off should be followed by a comma (or an exclamation mark in some informal settings), not a period. Here are a few examples: Yours truly, Thanks!

What is the best opening greeting in a letter? ›

  • To Whom It May Concern: Use only when you do not know to whom you must address the letter, for example, when writing to an institution. ...
  • Dear colleagues, Use when writing to a group of people. ...
  • Hello guys, Use when writing to a group of people you know very well. ...
  • Your sincerely, ...
  • Kind regards, ...
  • Best,

What are 3 examples of salutations? ›

“Good morning / afternoon / evening” “Hello” / “Hi” / “Hey” “How are you?” / “How are you doing?” / “How is it going?” / “How's everything?” “Greetings”

What is the most professional greeting? ›

  • Hi [Name], This is the most basic, yet formal greeting option for businesses. ...
  • Hello [Name], Using hello is a more formal greeting option. ...
  • Dear [Name], ...
  • Greetings, ...
  • To follow up on our meeting, ...
  • I'm checking in... ...
  • I'm getting back to you in regard to... ...
  • As promised...
Apr 17, 2020

What is more example sentence? ›

used to add something surprising or interesting to what you have just said: The decorations were absolutely beautiful and what's more, the children had made them themselves.

How do you use recertification in a sentence? ›

The program required experienced teachers to undergo testing and seek recertification every five years.

What are renewal strategies? ›

A renewal approach to strategy refreshes the vitality and competitiveness of a firm when it is operating in a harsh environment.

How do you start a continuing sentence? ›

For times when one sentence isn't enough to fully explain your point, adding sentence starters to the subsequent sentences can tie them all together.
  1. Additionally . . .
  2. Moreover . . .
  3. Furthermore . . .
  4. Even more important . . .
  5. Just as important . . .
  6. Also . . .
Jun 2, 2022

What is an example of renewing yourself? ›

There is a shortcut to how to renew yourself: Get out of your comfort zone. Interact with people you wouldn't normally interact with. Learn a new language or instrument. Go sky-diving or take a hot air balloon ride.

What are renewal terms? ›

Definition. Renewal terms are the terms in a sales agreement that specify whether each line in a sales agreement is renewable and when the lines can be renewed.

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!

Why is renewal premium important? ›

Definition: Renewal premiums are the subsequent premiums that are paid by the insured to the insurer in order to keep the policy in operation and avail the benefits of the policy accordingly. Description: If a policy holder fails to pay the premiums, then his policy lapses after a grace period.

What is a good renewal rate? ›

Generally, a renewal rate above 80% is considered to be very favorable and indicates that a company is effective with its customer retention efforts. Every company aims to maximize its customer retention rate (bring it closer to 100%).

How do I tell my client I need to renew my contract? ›

When you're encouraging customers to renew with you, try to offer them a discount. This is a great way to get them to step away from their manual subscription and towards an automatic one. One of the best ways to do this is by giving them a discount for signing up for an entire year.

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]

What is letter of renewal? ›

Renewal Letter means the renewal letter issued by the Purchaser (on behalf of the Council) to the End User which, together with this Third Party Agreement shall form the basis of the Agreement between the parties; Sample 1Sample 2.

How do you discuss a contract renewal? ›

  1. Start Early And Take Your Time. The last thing you want to do is rush through your contract renewal. ...
  2. Don't Go In There Not Knowing What You Want. ...
  3. Establish The Right Attitude Before You Action It. ...
  4. Research What Your Pay Rate Should Be. ...
  5. Don't Take “No” As A Sign That You've Lost.
Sep 14, 2021

How do I approach a contract renewal? ›

Negotiating a contract renewal can be a difficult and you need to make sure all involved parties get what they need out of the contractual relationship.
  1. Negotiating Employment Agreements.
  2. Tips for Negotiating a Contract Like a Pro.
  3. Do Your Homework.
  4. Take Notes and Ask Questions.
  5. Stay Calm.
  6. Present Your Value.

Why is contract renewal important? ›

It's an opportunity for both parties to negotiate a new contract, continue under the existing contract's terms, or part ways altogether. Business needs can change over time, which is why it's important that the contract renewal process captures these changes.

What is a membership statement? ›

Membership Statement means the annual statement from us to you confirming which Services you have subscribed to during that Membership Period.

How do you put membership in a sentence? ›

the state of being a member.
  1. Membership is 350 dollars per year plus tax.
  2. Membership of the club is restricted to adults.
  3. The society has a large membership.
  4. There has been a gradual growth in membership.
  5. My membership has just been renewed.
  6. The club has a total membership of about 300.
Jul 24, 2020

How do I write a certificate of excellence? ›

The certificate of excellence will include these basic parts:
  1. Title.
  2. Presentation.
  3. Name of the recipient.
  4. Description of the excellent work done in brief.
  5. Date of issuance.
  6. Signature of issuing authority (Teacher/Principal/Manager etc.)
Feb 9, 2021

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 thank someone for a membership? ›

Say 'Thank You' With a Card, A Letter, or an Email. Saying thank you to members is professional etiquette, and doesn't matter if you say it through emails or offline handwritten thank you notes. It can make them feel noticed, valued, and appreciated.

How do you email professionally examples? ›

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].

What is an example of a renewal clause? ›

An example of the clause is illustrated in the following quote: “Each Term shall automatically renew for subsequent periods of the same length as the initial Term unless either party gives the other written notice of termination at least thirty (30) days prior to expiration of the then-current Term."

What is a renewal request? ›

Renewal Request means a written notice delivered to the Agent in accordance with Clause 6.6 (Renewal of a Letter of Credit).


1. Generating Altru Membership Renewal Notices
2. How to Write an Effective Renewal Grant Application
3. Membership Renewal Emails
(Agile Ticketing Solutions Learning Channel)
4. Membership renewal
(u3a Beacon)
5. How to Write a Letter to Renew Lease Agreement to Tenant
6. Bishop Bill Hamon 2023 Word of the Lord
(Christian International)
Top Articles
Latest Posts
Article information

Author: Sen. Ignacio Ratke

Last Updated: 03/02/2023

Views: 6518

Rating: 4.6 / 5 (76 voted)

Reviews: 91% of readers found this page helpful

Author information

Name: Sen. Ignacio Ratke

Birthday: 1999-05-27

Address: Apt. 171 8116 Bailey Via, Roberthaven, GA 58289

Phone: +2585395768220

Job: Lead Liaison

Hobby: Lockpicking, LARPing, Lego building, Lapidary, Macrame, Book restoration, Bodybuilding

Introduction: My name is Sen. Ignacio Ratke, I am a adventurous, zealous, outstanding, agreeable, precious, excited, gifted person who loves writing and wants to share my knowledge and understanding with you.