Membership renewals - sample text for emails to members

Unless the Constitution of your non-profit registered society provides for a class of members known as Life Members, your members will be Ordinary Members. Ordinary Members pay a subscription fee upon joining, and their membership usually lapses in 1 year and needs to be renewed every subsequent year (by way of payment of a membership renewal fee).

If your non-profit organisation is small and wholly volunteer-run, one of the executive committee members/office bearers is likely to have the delightful task of tracking membership expiry and renewals :-).
The good news is, if your organisation is small, you probably won't have that many members and can  manage the process using a simple spreadsheet with a column showing when the Ordinary Members joined, and another showing when their membership will lapse.

To help small volunteer-run non profit organisations, I've provided some sample text that I've used before to facilitate the process of reminding members that their membership has lapsed/is lapsing and, to thank them for renewing.

Hope you find it helpful :-) Comments, questions or requests to cover particular topics, email me at spiral1701@gmail.com.

SAMPLE : INVITATION TO LAPSED/LAPSING MEMBER TO RENEW MEMBERSHIP

Dear [name of member]

Just to let you know that your ordinary membership of [organisation] has [recently expired]/[will be expiring on {date}]

We would be delighted to have you on board for another year and we do hope that you would like to renew your membership. 

The membership renewal fee is [RM xxx], and can be banked in to our registered society's bank account, details as follows:

a.    Bank in the funds via ATM and email a photo/scanned image of the bank-in slip to [email address]; or

b.    Bank in the funds via online banking, and email the online confirmation to [email address] 

Account Payee	[Name of organisation]
Bank	[Bank]
Account Number	[xxx-xxxx]

We very much look forward to your continued support of [organisation].

Regards,

[Name]

[Designation]

[Organisation]

SAMPLE : CONFIRMATION OF RENEWAL OF MEMBERSHIP

Dear [ name of member ],

Thank you for renewing your membership of [ organisation ].

We have received your [ATM/online transfer details].

We will issue an official receipt as soon as we receive our bank statement for the month.

Your membership has been renewed for a 1 year period beginning [date] and lapsing on [date].

Again, thank you very much for your support of [organisation].


Regards,

[Name]

[Designation]

[Organisation]