Member Contact Methods

For guidance on welcoming new members, see Welcoming New Members.

Purpose

Outline practical options for contacting members, recognizing that preferences vary.

No single method works for everyone—using a mix of approaches increases the likelihood of connection.

Guiding Principle

Use multiple contact methods and adapt based on response.

Members have different communication preferences, and flexibility improves effectiveness.

What This Means in Practice

• Start with one method, and follow up with another if needed
• Personalization matters more than the specific method
• Respect boundaries and responsiveness
• Use the methods you can sustain consistently

Key Actions

Use a Mix of Contact Methods

No single approach will reach everyone:

• Some members appreciate Postal Mail
• Some prefer quick, informal contact (text or email)
• Some respond best after multiple touchpoints

Using more than one method—when appropriate—can improve response rates.

Prioritize Personalization

Regardless of method:

• Use the member’s name
• Reference their membership or interests when possible
• Keep messages short and genuine

A simple, personal message is more effective than a longer, generic one.

Contact Methods

Postal Mail

Often appreciated and can stand out.

• Handwritten notes are encouraged
  • 3–5 sentence personalized welcome
  • Include contact information or a business card
  • Optional: include a printed welcome message with a personal note

If needed, assistance may be used for handwriting.

Phone

Can be effective, but response rates vary.

Often used to:

• Acknowledge membership
• Confirm contact details
• Follow up after written or electronic contact

Best practices:

• Consider sending a text first to introduce yourself
• Avoid unexpected calls from unknown numbers
• Keep calls brief and optional

Email

Widely used and easy to scale.

• Personalize each message
• Include:
  • A brief introduction
  • Links to local group resources
  • Upcoming opportunities to engage

Email is most effective when it does not feel like a mass mailing.

Text Messaging

Often effective for quick, informal contact.

• Useful for:
  • Initial outreach (with identification)
  • Follow-up after another contact method
  • Quick check-ins or reminders

• Keep messages:
  • Brief
  • Clearly identified
  • Low-pressure

In Person

Often the most effective way to build connection.

• Introduce new members at events (when appropriate)
• Use name badges to support interaction
• Encourage optional self-introduction
• Help connect new members with experienced members

In-person connection can reinforce earlier outreach.

Other Methods

• Social media platforms
• App-based messaging

These may be useful for follow-up or ongoing engagement, depending on group norms.

Best Practices

• Use more than one method when appropriate
• Keep outreach simple and personal
• Adjust based on what gets responses
• Respect member preferences and boundaries
• Focus on connection, not just completion

Common Pitfalls

• Relying on a single contact method
• Sending generic or mass-style messages
• Over-contacting without response
• Avoiding follow-up after initial outreach
• Assuming preferences based on age or assumptions

What Success Looks Like

• Members are reached through at least one method
• Outreach feels personal and welcoming
• Members respond in a way that works for them
• The approach is manageable and repeatable

Key Takeaway

Use a mix of contact methods and adapt based on what works—personalization matters more than the method.

Related

• Welcoming New Members
• Making It Personal
• Member Communication