Copy a message, change the bracketed parts and send. Each one works as an email or a printed letter. A rhythm that suits most clubs: the first reminder about 30 days before renewal, the second about a week before, the last call a week after, and the thank you as soon as they pay.
1. First reminder
About 30 days before
Subject: Time to renew your [Club name] membership
Hi [First name],
Your [Club name] membership renews on [renewal date]. Dues for the coming year are [amount].
You can renew here: [link]. [You can also pay by check to [address], or in cash at the next meeting.]
This year we [one or two things the club did or has coming up]. We would love to have you with us for the next one.
Thank you,
[Your name]
[Your role], [Club name]
2. Second reminder
About a week before
Subject: One week to go: renew your [Club name] membership
Hi [First name],
A quick reminder that your membership renews on [renewal date]. It takes a minute: [link].
If you have already paid, thank you, and please ignore this note. If something has changed and you do not plan to renew, just reply and tell us. No hard feelings.
Thank you,
[Your name]
[Your role], [Club name]
3. Last call
About a week after
Subject: Your [Club name] membership has lapsed
Hi [First name],
Your membership lapsed on [renewal date]. [You are still welcome at events until [end of grace period].]
If you would like to stay a member, you can renew here: [link].
If money is tight this year, reply to this email. [We have a reduced rate, and nobody needs to explain why.]
We hope to see you soon,
[Your name]
[Your role], [Club name]
4. Thank you
As soon as they pay
Subject: Thank you for renewing
Hi [First name],
Thank you for renewing your [Club name] membership. You are paid through [paid through date].
Coming up next: [event or meeting, date and place].
[Your receipt is attached.] Please keep this email for your records.
Thank you,
[Your name]
[Your role], [Club name]
A few habits that help
- Send from a person, not from "noreply". People reply to people.
- Put the renewal date and the amount in the first two lines.
- Stop the reminders the moment someone pays. Nothing annoys a member more than a reminder for dues they already paid.
If you email people who are no longer members, US email rules (CAN-SPAM) can require your postal address and a way to stop the emails. Putting both in every footer is the simple habit.