Send the welcome the day someone joins. Send the check in about four weeks later, from a real person, ideally someone they have met.
1. Welcome
The day they join
Subject: Welcome to [Club name]
Hi [First name],
Welcome to [Club name]. We are glad you joined.
A few things to know:
Our next [meeting or event] is on [date] at [time], at [place]. Come a few minutes early and look for [name], who will introduce you around.
Your membership is paid through [paid through date]. [Your member card is attached.]
Club news goes out [how often, and where: email, a group chat, the website].
If you would like to help, we always need hands for [two or three things]. Just reply to this email.
Any questions at all, reply here or call me on [phone].
See you soon,
[Your name]
[Your role], [Club name]
2. First month check in
About four weeks later
Subject: How is it going?
Hi [First name],
You have been with [Club name] for about a month now, and I wanted to check in. How is it going so far?
[If they have been to something: It was good to see you at [event].] [If not: We would love to see you at [next event, date].]
If anything has not been what you expected, I would really like to hear it. Just reply.
[Your name]
Small things that make a difference
- Introduce new members by name at their first meeting.
- Pair each new member with someone who has been around a while.
- Ask what brought them to the club, and remember the answer.