When to send them
| When | |
|---|---|
| 1. Subs notice | A month before subs are due |
| 2. Friendly reminder | Two weeks after the due date |
| 3. Last reminder | A week before members become unfinancial under your constitution |
| 4. Receipt and thank you | The day the payment is matched |
| 5. Welcome back | To a member who lapsed last year |
Email 1: the subs notice
Your [Club name] subs for [year] are due on [1 Jul 2027]
Hi [first name],
Thank you for another year with [Club name]. Subs for [year] are A$[amount] for a single member and A$[amount] for a couple, due on [1 Jul 2027].
The easiest way to pay is by bank transfer:
Account name: [Club name]. BSB: [000 000]. Account: [00000000]. Reference: [your surname and member number].
[Or pay to our PayID: [[email protected]].] [Or pay by card at: [link].] [Or bring cash or a cheque to the [month] meeting.]
If anything has changed, such as your address or phone, reply to this email and I will update our records.
[Your name]
Treasurer, [Club name]
Email 2: the friendly reminder
A reminder: [Club name] subs for [year]
Hi [first name],
Our records show your subs of A$[amount] for [year] are still to come in. If you have paid in the last few days, thank you, and please ignore this.
Bank transfer: BSB [000 000], account [00000000], reference [your surname and member number].
If you would like to talk about anything, I am on [phone].
[Your name]
Treasurer, [Club name]
Email 3: the last reminder
Your [Club name] membership: subs due by [30 Sep 2027]
Hi [first name],
We would love to keep you with us. Your subs for [year] are still unpaid, and under our constitution members whose subs are unpaid by [30 Sep 2027] become unfinancial, which means [they cannot vote at the AGM].
To stay a financial member, please pay A$[amount] by [30 Sep 2027]: BSB [000 000], account [00000000], reference [your surname and member number].
If you have decided not to renew, a quick reply saying so helps us keep our records right. Thank you for your time with the club.
[Your name]
Treasurer, [Club name]
Email 4: receipt and thank you
Thank you: your [Club name] subs are paid
Hi [first name],
Thank you. We received your subs of A$[amount] on [12 Jul 2027]. You are a financial member until [30 Jun 2028].
[Receipt number: [number].] [Club name] [is not registered for GST, so there is no GST on your subs.] [ABN: [number].]
See you at [next meeting or event, with the date].
[Your name]
Treasurer, [Club name]
Email 5: welcome back
We would love to have you back at [Club name]
Hi [first name],
It has been a while since we saw you at [Club name], and we miss you. This year we have [one or two things coming up, with dates].
If you would like to rejoin, subs are A$[amount]: BSB [000 000], account [00000000], reference [your surname]. Or just reply and I will sort it out.
[Your name]
Treasurer, [Club name]
Before you send
- Send from a club address, not a personal one, so the next treasurer has the history.
- Copy the BSB and account number from a bank statement, not from memory, and check them twice.
- Do not add a surcharge for paying by card. Since 1 Oct 2026 card surcharges are removed: see card payments after the surcharge ban.
- Check the GST line with your treasurer or accountant before you use it.