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.

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.

Situation	Possible Approach
New member welcome	Postal mail, email, or phone
No response to initial contact	Try a different contact method
Sharing resources or links	Email
Quick reminder or check-in	Text message
Complex conversation	Phone or in-person discussion

Contact Methods

Method	Strengths	Considerations	Best Used For
Postal Mail	Stands out Personal Memorable	Slower Cost involved	New member welcomes Personal notes
Phone	Highly personal Immediate interaction	Many members do not answer unknown numbers Time intensive	Follow-up conversations Complex questions
Email	Easy to scale Allows detailed information	Can be overlooked Easy to make feel impersonal	Initial outreach Sharing resources
Text Message	High visibility Quick responses	Must clearly identify yourself Keep brief	Introductions Follow-ups Reminders
Social Media / Messaging Apps	Convenient for ongoing interaction	Not all members participate	Continuing engagement Informal communication

Related

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