Member Contact Methods

Words of Wisdom

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

Members have different communication preferences, and flexibility improves effectiveness.

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

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 long generic or mass-style messages
• Over-contacting without response
• Avoiding follow-up after initial outreach
• Assuming preferences based on age or assumptions

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.

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
• 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. Several short emails a week apart can be more effective than one long email which may not be read in full.

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 (Hi, this is <me> from <Local Mensa Group>."
  • Low-pressure

Other Methods

• Social media platforms
• App-based messaging

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

Related

• Welcoming New Members
• Making It Personal
• Member Communication
• Membership Officer