Member Contact Methods
Contact Methods
Postal Mail (Preferred)
Handwritten notes are strongly encouraged:
- 3–5 sentence personalized welcome
- Include contact information or business card
- Optional: enclosure of a form letter with personal note
If needed, assistance may be used for handwriting.
Phone
Phone contact may be used to:
- Acknowledge membership
- Confirm contact details
- Follow up after written contact
Best practice:
- Send a text first to identify yourself
- Avoid surprise calls from unknown numbers
Email should always be personalized:
- Introduction message
- Links to local group resources
- Upcoming event information
Email should not feel like a mass mailing.
In Person
In-person greetings are the most effective form of welcome:
- Introduce new members at events
- Ensure name badges are used
- Encourage optional self-introduction
- Pair with mentors or experienced members when possible
Less Preferred Methods
- Text messaging (Is this less preferred? I think younger members like and respond to texts)
- Social media platforms
- App-based messaging
These are best used for follow-up, not initial contact.