Templates
Membership renewal letter and email templates.
Six renewal templates you can copy and edit, from the first letter 60 days before the renewal date to the win-back email after a member lapses, plus when to send each one. Replace the words in [brackets] with your own.
Updated
When to send each one
One letter is rarely enough. Members mean to renew and forget, so a short series, timed to the renewal date and stopped as soon as they renew, does most of the work. What to do between renewals is in member engagement strategies.
| When | What it does | How |
|---|---|---|
| 60 days before | A friendly heads-up, with what the year held and what is coming | Email, or a printed letter for members who prefer mail |
| 30 days before | The renewal notice: amount, date and a one-click link | |
| 7 days before | A short reminder for anyone who hasn’t renewed | |
| On the renewal date | Thank-you for those who renewed; a last nudge for those who didn’t | |
| End of the grace period | A final notice before membership lapses | Email, plus a phone call for long-time members |
| 30 to 60 days after lapsing | A win-back note, asking them back and asking why they left |
The templates
1. Renewal letter (printed or email), 60 days before
The formal notice. It works on letterhead for members who prefer mail, and as the first email in the series.
Subject: Your [Organization] membership renews on [renewal date]
Dear [First name], Thank you for being a member of [Organization] this year. Your membership renews on [renewal date], and we hope you'll stay with us for another year. This year, members [one or two specific things: attended our spring conference, earned CE credits through our webinar series, were listed in the member directory]. In the year ahead, we're planning [one or two things members will care about]. Your renewal is [amount] for [membership level]. You can renew online in about a minute at [renewal link], or by sending a check payable to [Organization] to [mailing address]. If anything has changed, such as your contact details, your employer or the level that fits you best, just reply to this letter or call us at [phone]. Thank you for your support, [Name] [Title], [Organization]
2. Renewal notice email, 30 days before
The main ask. Lead with the date, the amount and the link; keep everything else short.
Subject: [First name], your membership renews on [renewal date]
Hi [First name], Your [membership level] membership with [Organization] renews on [renewal date]. The renewal is [amount]. Renew now: [renewal link] As a member you get [the two or three benefits members actually use, such as member pricing on events, CE credits, the member directory]. Questions? Just reply to this email. Thanks for being part of [Organization], [Name]
3. Automatic renewal notice, 7 to 30 days before
For members with a card on file. It tells them what will happen and when, and how to change it, so nobody is surprised by a charge.
Subject: Your [Organization] membership will renew automatically on [renewal date]
Hi [First name], This is a reminder that your [membership level] membership renews automatically on [renewal date]. We'll charge [amount] to your card ending in [last four digits]. There's nothing you need to do. If you'd like to update your card, switch to paying by invoice, or not renew this year, you can do that from your member account: [member portal link] Thank you for being a member, [Name] [Organization]
4. Last reminder, 7 days before or on the date
Short and direct. By this point the member knows what renewal is; they need the link and a reason to do it now.
Subject: A quick reminder: your membership renews [this week / today]
Hi [First name], Just a quick reminder that your [Organization] membership renews on [renewal date]. Renewing now keeps your [member pricing / directory listing / access to member resources] without a break. Renew in about a minute: [renewal link] Thanks, [Name]
5. Final notice at the end of the grace period
Sent when the grace period is about to end. Say plainly what changes, and make it easy to ask for help.
Subject: Your [Organization] membership ends on [lapse date]
Hi [First name], Your [Organization] membership was due on [renewal date], and your grace period ends on [lapse date]. After that, your membership will lapse and you'll lose [member pricing, directory listing, access to member resources]. If you'd like to stay a member, you can renew here: [renewal link] If something is getting in the way, such as cost, a change of job or a problem with your card, reply and let me know. We may be able to help. Thank you, [Name] [Title], [Organization]
6. Win-back email, 30 to 60 days after lapsing
For members who didn’t renew. Ask them back, and ask why they left; the answers are worth as much as the renewals.
Subject: We miss you at [Organization]
Hi [First name], Your membership with [Organization] ended on [lapse date], and we'd love to have you back. Since then, [one or two specific things: our fall conference, the new mentoring program, the updated member directory]. You can rejoin at your previous level here: [renewal link] And if you decided not to renew, would you tell me why? Just reply with a line or two. It helps us make membership worth it. Thank you for the time you were with us, [Name] [Title], [Organization]
What makes a renewal letter work
Put the date, amount and link first.
Most members read only the first lines. Everything they need to act should be there, with the story of the year after it.
Make renewing take one click.
Link straight to a page where they are already signed in and the amount is filled in. Every extra step loses people.
Name specific benefits.
"Member pricing on the October conference" beats "exclusive member benefits." Use what this member actually used, if you know it.
Send from a person.
A renewal from the executive director or membership chair gets more replies than one from a no-reply address.
Offer a way to pay by check.
Some members, often long-time ones, will always mail a check. Say where to send it.
Stop when they renew.
Nothing annoys a member like a reminder after they paid. Whatever sends your reminders needs to know who has renewed.
Sending them automatically
Copying templates into an email tool works, until you have to work out each week who is due, fill in each member's date and amount, and take people off the list as they pay. Membership software does that part for you.
In FullRoster, members who pay by card renew automatically, with an editable reminder series before each renewal. A failed card is retried for about ten days, a grace period keeps members active before anyone lapses, and lapsed members get win-back emails. Each member can choose automatic renewal, an invoice before the date, or not renewing, from their own portal. Checks you receive are recorded against the member's invoice, in the same ledger as card payments.
Common questions
- When should you send a membership renewal letter?
- Start 30 to 60 days before the renewal date, then remind members at about 7 days, on the date, and at the end of any grace period. Follow up with lapsed members 30 to 60 days after their membership ends.
- What should a membership renewal letter include?
- The renewal date, the amount and level, a link to renew online, how to pay by check if you accept it, one or two specific benefits, and a contact for questions. Put the date, amount and link at the top.
- How many renewal reminders should you send?
- Most associations send four to six: an early notice, the main notice about 30 days out, a short reminder close to the date, a final notice at the end of the grace period, and a win-back email after lapsing. Each should stop as soon as the member renews.
- Should renewal reminders go by email or mail?
- Email for most members, because they can renew from the link. A printed letter is worth it for members who pay by check or rarely open email, and for long-time members, where a letter or phone call shows they matter.
- Can renewal reminders be sent automatically?
- Yes. Membership software can send a reminder series on a schedule, fill in each member’s date and amount, stop as soon as they renew, and renew members with a card on file automatically.
More on keeping members: Member retention strategies for associations.
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FullRoster sends your renewal series, stops it the moment a member renews, and renews card payers automatically. It's free for up to 1,000 active members.