Email Templates for Professional Associations
Save Time and Send Better Emails with Templates Designed to Capture the Attention of Your Audience and Motivate Action
Save Time and Send Better Emails with Templates Designed to Capture the Attention of Your Audience and Motivate Action
However, writing emails and subject lines that actually catch your recipients' attention and motivate them to take a desired action is a lot easier said than done.
In this guide, I've considered the many types of emails that associations are likely to send, and compiled templates created by leading organizations in marketing, association management, customer relationship management, and other related industries.
In the table of contents you'll find a list of the categories by which I've grouped the individual templates. Each category contains several best practices and implementation suggestions.
On the individual templates, you'll find links to the sources, which are often blogs or resources guides with useful information.
I suggest you use the templates as a starting point and tailor each email to your audience and the voice of your organization.
Lastly, I hope you find this resource helpful and I welcome any feedback, suggestions, or questions. You can contact me at [email protected].
Cheers!
Scott Carchedi
Scott Carchedi
Email templates are grouped by the following categories:
Email Templates for:
Create a positive first impression and engage new members from the start.
Looking for something else?
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This section contains 3 different versions of welcome emails. You can pick and customize the one you like, or combine parts from all 3.
This email uses a highly personal tone and invites the member to start a conversation. It communicates to the member that you are easy reach and care about their needs. Source: Wild Apricot
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Subject: Hi [NAME], welcome to [ORGANIZATION]! Here are your membership details.
Hi [FIRST NAME],
Welcome, and thank you for becoming a member of [ORGANIZATION]! I’m so happy you joined our network of over [NUMBER] professionals in [LOCATION].
I’ve included all the details of your membership below, plus a question I have for you. But first, here are some great perks you get for becoming a member:
Now, here are the important details of your membership:
And, here’s my question: What is the #1 reason you joined? If you could respond to this email with your answer, it would help me create a great experience for you and direct you to the right place.
In the meantime, if you’d like to get started accessing some of our exclusive resources, visit our members-only area here [LINK].
If you have any questions at all, I’d love to hear from you. Simply reply back to this email, or give me a call at 999-9999.
Best of success and I hope to see you at our next event!
[YOUR FIRST NAME]
This version uses a more formal tone. It focuses on getting the member to start accessing benefits through your membership portal.
Source: MemberClicks
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Subject: Welcome, [FIRST NAME}, you’re now a member of [ORGANIZATION]! Here's what to do next.
Dear [First Name],
Welcome to [Organization]! We’re glad you’ve chosen to invest in your [industry or community] through your membership in [Organization], and we hope you take advantage of all the services we offer our members.
Here are some of the great benefits you receive for becoming a member:
To access many of your benefits, please login to the members-only section of our website [portal login link].
From the members-only portal of our website, you can:
At any time, you may also use [portal login link] to update your directory profile, contact information, and notification preferences.
We value your membership with [Organization] and look forward to providing you with access to the latest industry news and developments, ongoing advocacy, professional networking and training opportunities, and ultimately, helping you [achieve desired outcome].
Sincerely,
[Name & Title]
Version 3 prioritizes upcoming events as a way to get the member involved right away. It also features a quote from an active member.
Source: MemberClicks
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Subject: Welcome, [FIRST NAME}, you’re now a member of [ORGANIZATION]!
Dear [first name],
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:
You can view our full calendar of events at [link to website with event calendar].
In addition, we want to make sure you’re taking full advantage of all the membership benefits available! Here are a few other things to get started with ASAP:
As [membership length, i.e. “4-year”] member [active member name] likes to say, “[quote about the best way to get the most value out of membership.]”
Should you need any assistance or have any questions or comments about your membership or benefits, please feel free to contact us at [phone number] or email us at [email address].
We look forward to seeing you at an upcoming event!
Sincerely,
[Your Name and Title]
Email Templates for:
Increase your renewal rate and win back lapsed members.
Looking for something else?
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The below is a suggested template for communicating dues renewal in the wake of the COVID-19 pandemic.
Source: MemberClicks
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Subject: [First Name], Your Membership is About to Expire
Dear [MEMBER],
The [ORGANIZATION NAME] community — you, your fellow members, staff, the board — has always known that we’re much stronger when we act together. Remember what it was like when we...
Now, the world is making unprecedented moves to come together (while staying six feet apart) to protect its most vulnerable. As we continue to navigate new challenges, we wanted to make sure you know how we’ll continue to fight with and for you:
The [ORGANIZATION NAME] will always be in your corner, whether times are prosperous or not.
In light of current events, [This is where you would explain your dues policy for the time being. Are you offering or extending a grace period? Waiving dues entirely?]
Are you with us? To renew your membership, click here. And if you have any questions or would like to see any specific resources in the coming months, don’t hesitate to contact us.
Be well,
[YOUR NAME/SIGNATURE]
This template is good to consider if your association uses a calendar-year membership cycle (members all renew at the same time each year)
Source: Wild Apricot
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Subject: Your Annual Renewal Notice [Year]
Dear [Member’s First Name],
On behalf of [Organization Name], I’d like to express our deepest gratitude for your continued membership and support. Over the past year, your [Optional: involvement in (member’s interest) and] commitment to [Organization Name] have enabled us to:
We would now like to ask you to renew today [include link to online renewal] to continue being part of [Organization Name] and retaining access to our benefits, such as:
Additionally, over the next year, we will continue focusing on our mission to [state mission] and plan to accomplish the following:
Attached, you’ll find a copy of our membership application form. Alternatively, you can submit your application and payment in your member portal [include link to online renewal].
If you have any questions about the renewal process, or any feedback regarding your experience with [organization name] please contact our membership director, [Director’s Full Name], at [Phone Number] or [Email Address].
Thank you once again for your commitment to [Organization Name]. We look forward to serving you for another year!
Sincerely,
[Signature]
[Your Name] [Title]
This template is designed to be sent well before a membership is set to expire. Research shows that multiple touch points before renewal has a positive effect on renewal rates.
Source: MemberClicks
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Subject: [First Name], Thank you for your continued investment in [Organization]
Dear [First Name],
First and foremost, we want to thank you for your continued investment with [Organization]. Without your loyalty and support, we would not be able to continuously provide our members with valuable benefits and actively develop our [community or industry]. Put simply, you make what we do possible.
Can you believe that it’s been 9 months since you [first joined/last renewed]? Since that time, your membership has enabled us to accomplish so many initiatives:
1. We were able to ...
2. We held our [event] ...
3. We developed [initiative] ...
We hope you’ve been able to personally benefit from your membership with [Organization]. If not, let us fix that right away! Call [representative name] at [phone number], or email [him or her] at [email address] to see how we may better meet your needs.
If, like most of our members, you are satisfied with your membership, consider renewing now at [renewal URL]. Your early renewal will help us plan for next year’s programming. Make sure to let us know if you have any suggestions. We’d love to hear your feedback!
Kind regards,
[Name] [Title]
This template utilizes dates in the subject line and offers time limited incentives to increase the sense of urgency for renewing.
Source: MemberClicks
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Subject: [First Name], Your membership with [Organization] expires on [Date]
Dear [First Name],
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:
More good news! This year we have an extra incentive for you to renew your membership by [date]. If your renewal form and payment are received by [date], you will be entered into a drawing for an [offering]!
Organization] values you and helps you meet your professional goals in several ways, including…
Please let us know if you have questions or concerns.
Sincerely,
[Name] [Title]
This template is designed to be sent the day of expiration.
Source: MemberClicks
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Subject: [First Name], Your membership with [Organization] expires today!
Dear [First Name],
Did you know that your membership with [Organization] expires today? It’s been quite a year - and we’re looking forward to many more!
Please don’t let your membership lapse! There are better options than paying an additional [dollar amount] to attend monthly events as a guest (guest rate is [dollar amount]) or rejoining at the new member rate of [dollar amount].
The good news is, there’s still time to renew!
Remember, [Organization] values you and helps you meet your professional goals in several ways, including:
Please let us know if you have questions or concerns. We’re here to serve you!
Best regards,
[Name] [Title]
This template is designed to be sent 30 days after expiration.
Source: AWMA
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Subject: [First Name], Your membership with [Organization] is 30 days past due.
Dear [FIRST NAME],
Our membership records indicate that you have not renewed your membership in the [ORGANIZATION] for the coming year. Hopefully, this is just an oversight, but if not, we are disappointed to see you leave.
If you have renewed recently, or there is an error in our records, please contact [ORGANIZATION] Member Services at [CONTACT DETAILS] as soon as possible.
If you truly have decided not to renew and are still in the field, I would like to ask you to reconsider this decision and again become a contributing member of one of the leading professional associations in the [INDUSTRY].
Now is the time to take advantage of the resources you need to stay informed, advance your career, and make a difference. Your [ORGANIZATION] membership benefits will easily surpass the cost of annual dues, and include:
Our members have found that participation in the [ORGANIZATION] becomes an invaluable tool to performing their jobs.
The strength of both the local Section and international organization lies in the diversity of the membership. This diversity facilitates sharing of ideas and technical information, within an organized, neutral forum.
Please renew your membership soon! Simply [INSTRUCTIONS FOR RENEWAL].
If you are still not convinced that your membership dues are worth the investment, I would still like to hear from you. Please contact me with your opinion of our organization, its programs and benefits.
As [YOUR TITLE] of [ORGANIZATION], your views and insight are important to me as I work to continuously improve this association.
I look forward to hearing from you.
[YOUR NAME & TITLE]
This template is designed to be sent 60 days past renewal day and after the membership lapsed 1 email template.
Source: MemberClicks
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Subject: [First Name], Your membership with [Organization] is 60 days past due
Dear [First Name],
First and foremost, we want to thank you for your membership with [Organization]. According to our records, your membership fee is currently 60 days past due, and we don’t want to lose you! We greatly value your support, so we’re reaching out one last time to ensure continuation of your membership benefits.
[Organization] values you and helps you meet your professional goals in several ways, including:
In order to renew your membership, full payment in the amount of [dollar amount] must be received within 10 days from the date of this email. If your payment is not received by this date, we will assume that you wish to discontinue your membership.
Please contact [representative] at [phone number] if you have any questions or if there’s anything we can do to help.
Best regards,
[Name]
[Title]
This template is designed to be sent 10 days after the second lapsed membership email.
Source: MemberClicks
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Subject: [First Name], You Will Be Missed!
Dear [First Name],
You will be missed!
We regret to inform you that your membership with [Organization] has been cancelled.
We want you to be informed that as a result of your non-membership status, your [business or organization] will no longer have access to the many benefits of a [chamber or association] membership, including:
Please know that your business and participation with [Organization] are always welcome, and that it’s the investment from [organizations or individuals] like you that allow us to better serve our [community or industry].
In the coming year, we are excited to take on many new initiatives, including:
We want you to be able to take advantage of these initiatives, as well as the many other benefits we aim to provide.
If you have any questions or want to discuss rejoining the [association], please don’t hesitate to give us a call. You can reach us at [phone number] or [email].
Best regards,
[Name][Title]
Email Templates for:
Generate excitement for your event and increase ticket sales or registrations.
Looking for something else?
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Use this template to announce a pre-sale or early bird registration for your event. The email is designed to provide members with first access, but you could modify the template to suit a general audience.
Source: Gist
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Subject: [Event Name] pre-sale starts now!
Hi [First Name],
We couldn't wait to share the good news! After months of planning, [Organization] is excited to announce [Event Name]!
[Event Name] will take place [Date] at [Location & Venue]. There's exciting news to come (including an excellent lineup of speakers), so stay tuned and save the date!
Since you’re a member of the {Organization Name}, you get first access. Right now, you can pre-register (and save [Amount]) before we announce and push the event to the general public.
Here’s a sneak peak of what’s going on behind the scenes. [You can either link to the pre-register page/event page or include a video in the email]
Best,
[Your Name]
[Your Title]
P.S. All of the speakers/workshops aren’t set in stone. Who do you think we should have there?
As your event details are solidified, use this template to provide updates. The template assumes the early-bird rate is still available. If it's not, you'll need to modify the call-to-action.
Source: Gist
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Subject: {Event Name} Update
Hi [First Name],
Plans are coming together SO well for {Event Name}!
Since the last event update:
If you haven't registered yet, there's still time to get the early bird rate. But hurry, the discount is only {Explain conditions for early rate}.
[Registration Link]
Best,
[Your Name]
[Your Title]
P.S. Want information on visiting {Location}? We’ve put together a great local guide to help you plan your trip right here.
Use this template to create urgency by announce that pre-sale or early bird registration is ending soon.
Source: Gist
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Subject: {Event Name}Early Bird Discount Ends {Timeframe}
Hi [First Name],
If you plan on coming to {Event Name} and want to save {Discount amount}, then you’ll have to complete early bird registry before {Day/Time}.
You can visit the registration page by clicking right here. Or, if you’re a bit of a rebel, you can set a reminder on your calendar right here.
Best,
[Your Name]
[Your Title]
P.S. Spots are filling up fast. Even if you wanted to pay more (but why??) you may not be able to when the time comes
As your event details are solidified, use this template to provide updates and keep the excitement level up.
Source: Gist
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Subject: {Event Name} Update
Hi [First Name],
{Event Name} is shaping up to be one of our best events ever!
Since the last event update:
If you want to come to {Event Name}, there’s no time like the present to register. Click here to get started.
Best,
[Your Name]
[Your Title]
P.S. Need some help justifying why your boss should let you attend {Event Name}? Download this "Convince Your Boss" letter to give you a few ideas.
Use this template to create urgency by announce that registration is ending soon. Send 3 to 7 days before event registration closes.
Source: Gist
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Subject: Registration Completely Ends {Timeframe}
Hi [First Name],
The food is ordered, the stage is (literally) being set and we’re pre-packing our bags for {Event Name}.
In order to make sure every last detail is accounted for, we have to END registration and get an accurate tally.
As much as we really want you to attend, there will be no more registration as of {Date/Time}.
If you’re ready, click here to get one of the very last spots.
Best,
[Your Name]
[Your Title]
P.S. If you want to see the full agenda and all the other details, click right here.
Use this template as an alternative (or in addition) to the Registration Closing Soon if you are close to reaching capacity for your event.
Source: Gist
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Subject: Fewer than XX Seats Remain for {Event Name}
Hi [First Name],
We’ve ran the simple math equation. Take the number of people {Venue Name} holds and subtract the number of people who’ve already registered for {Event Name}. After punching the numbers, there are fewer than {Approximate number of remaining seats} remaining!
If you want to come to {Event Name}, there’s no time like the present to register. Click here to get started.
Best,
[Your Name]
[Your Title]
P.S. If you want to see who’s speaking and what we’ve got planned, you can check out our full agenda right here.
Use this template to help secure top speakers for your next event.
Source: Eventbrite
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Subject: We’d Love You to Speak at [Awesome Event]
Hi / Dear [first name]
I’m [your name ] from [organization or event name ]
We’re running our [3rd Annual Awesome Event] on [date] in [location] and after a lot of research your name has come up as a thought leader that our audience would like to hear from.
You’d be in great company, with [X, Y and Z] confirmed to speak already.
It’s a great opportunity to showcase your expertise and position both yourself and your company as industry leaders – always beneficial for attracting new talent, partners, business opportunities and press coverage!
Some of the key themes that we’ll be covering at the event include:
1.
2.
3.
Is this something you would be interested in learning more about?
If so, please let me know if [specific date and time] would be convenient to talk?
Best
[Your name]
P.S. For more information on the event, you can take a look at our FAQ page which provides an overview of audience size, key themes and supporters.
Email Templates for:
Secure more sponsors for your next event and cultivate relationships for future opportunities.
Looking for something else?
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Use this template to reach out to sponsors for your next event.
Source: Meeting Application
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Subject: Unique sponsorship opportunity! / Promote [company name] at [event name] / People who go to [event name] love [company name]
Dear [Sponsor name],
I’m reaching out to present you with a unique sponsorship opportunity to promote [Your company] at the upcoming [Event name].
[Alternate lead-in when you have a connection: I was recently in touch with [contact] about an upcoming event for my organization [name], and they mentioned you would be good to reach out to.]
This year’s [Event name] will be hosted on [Event date] at the [Venue] in [City]. Last year our event attracted a stunning audience of [number of attendees] guests.
Our audience were mainly [share those traits of your audience which might be interesting for the sponsor - e.g. they are the target customer group of their company]
[Add any extra solid evidence of profit for the sponsors you think they might interest them - e.g. the number of attendees that have contacted & made business with your previous sponsors]
As our sponsor you will be able to place your logo on all our marketing material as well as [any other possible sponsorship benefits]
I hope to share all of our sponsorship benefits with you soon.
I’m looking forward to hearing from you and I’ll contact you next week to schedule a call.
Thanks in advance,
[Your name]
It’s best to send your follow-up email the week after your first message (just as you’ve promised in it). That way you provide your contact with enough time to process your offer and you won’t be perceived as pushy.
Source: Meeting Application
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Subject: Re: Unique sponsorship opportunity! / Promote [company name] at [event name] / People who go to [event name] love [company name]
Hi [Sponsor name],
I hope you had good week so far.
Have you thought about my last proposal? I’d be happy to answer any questions or discuss this opportunity with you further.
How does your schedule look on [Day/Date]? Does [time} work for a phone call?
Thanks for your time,
[Your name]
Use this template when you’ve had a meeting with the decision maker and are ready to send a sponsorship proposal.
Source: EventBrite
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Subject: Sponsorship Proposal for [Event Name]
Hi {{Prospect’s Name}},
Thank you for meeting with me on {{date}}. I really enjoyed learning more about what {{Company Name}} is looking for in an event partner and how {{event name}} can help.
As promised, here is a sponsorship proposal tailored to {{Company Name}}. Inside, you’ll find a list of activations I have personalized for your business goals, which will provide the most impact for your spend.
Look it over and let me know if you have any questions. I’d love to schedule a call in the next week to go over the details — how about {{date and time}}?
Thank you,
{{Your Name}}
Use this template when you have signed the contract and are collaborating with your sponsor’s team to make sure they have what they need in the weeks/months leading up to your event.
Source: EventBrite
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Subject: Your Sponsorship Logistics Plan for [Event Name]
Hi {{Contact’s Name}},
Hard to believe, but {{event name}} is just a few weeks away! Which means it’s time to kick off planning and make sure you have everything you need to be successful on the big day.
A few important details to keep in mind:
Attached, you’ll find our first pass at the logistics plan. Take a look and let me know of any edits. And, as always, please reach out with any questions.
We’re so grateful for your help making this year’s {{event name}} the best one yet!
Cheers,
{{Your Name}}
Use this template when your event is over and it’s time to follow up with your sponsors to share important performance metrics and make the ask for their support next year.
Source: EventBrite
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Subject: Thank you for your support of [Event Name]. Here's your fulfillment report
Hi {{Contact’s Name}},
A big thank you from the whole team at {{Event Name}} for being a sponsor this year! It was an amazing event and attendees had a blast, thanks to you.
Attached is our fulfillment report for {{Company Name}}. Inside, you’ll find:
We look forward to meeting with you soon to go over the fulfillment report and get your feedback on the results. What does your schedule look like next week?
Cheers,
{{Your Name}}
This collection of email templates is just getting started! Here's a list of additional templates I plan on adding soon:
I help professional associations attract and retain more members, streamline their digital operations, and reduce technology overwhelm.
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Our website now looks professional, is more user friendly, and we have received many compliments on the work Scott did to redesign our site. I would highly recommend working with Scott and EnVue Studios for anything related to web design!"
Melissa Ford
Iowa School Social Work Association