Your best chance to engage new members happens right after they join. That first welcome email is perfect for connecting with a new member - and the research shows that connection leads to member engagement which leads to a vibrant association.
To make the most of it, be sure to personalize your messages, and craft lively emails that are interesting to read. To help out, we’ve created a series of email templates that you can adapt for your own onboarding process. Feel free to adapt them to fit your association.
#1 – Welcome Email
Sender: [Your Name] from The Best Association
Subject: Congratulations – Here’s your new member information
Hi [Name]!
Welcome to The Best Association! You’ve just joined a network of more than 3,500 professionals in your industry, and we can’t wait to get you on board.
I’m [Your Name], membership manager at The Best Association. As you get started with us, feel free to contact me with any questions you might have. If I don’t have the answer, I can put you in touch with people who do.
You’ll want to set up your member profile on our member portal right away because it helps everyone get to know you. Here’s the link to sign in:
We’ll also send you emails with information about your benefits, which include:
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- Free access to our monthly networking sessions
- Free access to our online membership directory
- Unlimited access to our resource library
- Tons of discounts and new member activities
We invite you to attend our monthly networking events and take advantage of the new member discounts available for our annual conference. We expect to host 7,500 professionals at the largest conference and trade show in the industry on Sept. 17-19 in Nashville, Tenn. We’ll send more information about the annual conference in the coming weeks. Customize this section with the details of your upcoming events.
I look forward to meeting you soon. Please let me know if I can help in any way!
All the best,
[Your Name]
#2 – Email Invitation to Join Member Communities
Sender: [Your Name] from The Best Association
Subject line: It’s time to join an association community (or two)
Hi [Name]!
Would you like to discuss some of the most pressing issues facing professionals like you with other TBA members? If so, we’d like to invite you to join one of our special interest communities.
Our communities include:
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- Education
- Revenue
- Workforce Development
- Regulatory Compliance
The discussions in each community are focused on the interests and needs of members and are directed by the members themselves. The communities are open only to TBA members.
Our members say these communities are the best part of membership in TBA. Members can ask questions, share solutions and discuss challenges with others in the profession. Our president said, “I can’t tell you how many times the workforce development community has helped me solve a problem or launch a new idea.”
Participation in the communities is a free member benefit. You can join a community on our website, but you’ll see posts in your email daily or in a weekly digest.
Don’t wait to join a community and let me know if I can help in any way!
All the best,
[Your Name]
#3 – Email Invitation to Networking Events
Sender: [Your Name] from The Best Association
Subject line: You’re invited! Join us at our next networking event
Hi [Name]!
We’d like to invite you to join us at our next networking event on March 16 at 5:30 p.m. at Sheridan’s Hotel downtown. The event is free, but we ask that you register in advance on our website. Here’s the link to register: [Link]
When you register, be sure to click the “New Member” box on your registration form. We want you to meet new people right away, so we’ll assign one of our ambassadors to meet you at the door and act as your host for the evening.
Our members enjoy having a drink with colleagues after work, and we normally host 150 people at these events. We hope you’ll join us soon! Please let me know if you have any questions.
All the best,
[Your Name]
#4 – Resources & Certification Email
Sender: [Your Name] from The Best Association
Subject line: Industry resources are just a click away
Hi [Name]!
We’ve just added several new videos and e-books to the free resources you can access through our member portal. The new titles are:
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- Building Highly Effective Remote Teams
- 10 Secrets to Hiring the Right Person Every Time
- How to Quickly Transition from Student to Professional
- 10 Most Used Office Forms
These resources are part of the certification program we’ve developed, but they are also available individually at discounted member prices.
If you want more information about our certification program, visit the certification section of our website.
As always, please contact me if you have any questions.
All the best,
[Your Name]
#5 – Email Invitation to the Annual Conference
Sender: [Your Name] from The Best Association
Subject line: It’s time to register for our annual conference
Hi [Name]!
We expect to host 7,500 professionals at the largest conference and trade show in the industry on Sept. 17-19 in Nashville, Tenn., and we want you to be a part of it all!
As a new member, you are eligible for discounted registration rates and access to special new-member events. That’s in addition to exciting keynote speakers, targeted education sessions, and plenty of fun social events. We’ve even planned great activities for spouses and children.
To register, visit the annual conference section of our website. Your status as a new member should generate discounts and event access. Please join us!
As always, please contact me if you have any questions.
All the best,
[Your Name]
Conclusion
The timing of emails you send to a new member can vary based on your calendar of events and what’s happening in your industry. These five emails are representative of the types of benefits associations offer to new members, but you can tailor your emails to what’s most important in your benefits package.
The key is to make the emails interesting, personal, and informative. Include details whenever you can. Describe your speakers by name rather than a “topic expert” when you can. Describe a program for spouses rather than simply referring to a spouse program. Think about what you would like to know about the benefit.
Finally, be sure that you follow through with the promises you make in the emails. If you designate someone to be the primary contact for a new member, make sure that person knows and that they respond promptly when the member reaches out.
Give your onboarding emails some life, fill them with great information, and expect to hear from engaged new members.
