How to Create the Ultimate New Member Welcome Packet

Every organization wants to get lots of new members, I’m sure yours does – that’s why you’re here! Being able to onboard these new members and officially welcome them to your organization is key and it all starts with a new member welcome packet.

A successful onboarding process includes this packet as a way to make your newbies feel valued, informed and excited about being a part of your organization. We’ll guide you step by step in creating your own new member welcome packet, the key elements to include and important things to consider.

Ready to welcome your new members? Read on!

Why Do I Need a New Member Welcome Packet

We know joining an association or club is an exciting time for new members. Often, they’re eager to jump in, learn about the organization and find out how they can contribute. This is a vital time for your org, you don’t want these newcomers to fall to the wayside and lose their excitement.

Unfortunately, though, many organizations don’t have a set new member onboarding method to follow. This means new members can quickly become overwhelmed with questions like:

• Who do I contact for my membership card?
• Am I required to fulfill volunteer hours?
• When is the annual meeting?
• Is there a member website?

…And the list goes on!

Many organizations are operating with limited staff, a tight budget and possibly even volunteer support — meaning fielding the sheer number of questions isn’t always possible. That’s why creating a strong new member welcome packet is so important. The packet is your first tool to excite new members and inform them of their commitment.

When it comes to building your welcome packet, putting thought into the creation and execution doesn’t just ensure happy members. It also makes your job as group leader easier in the long run.

A well executed packet can take the pressure off your staff and volunteers by giving new members the ability to access key information without needing them to be on call. Plus, it allows new members to explore more information about your organization at their own pace, so they can come back to it without getting overwhelmed.

Read More: How to Build A Volunteer Onboarding Process & Why You Should

12 Essentials for New Member Welcome Packets

1. Table of Contents

Using a table of contents gives members a glimpse at what you included in the new member packet. It also allows for easy navigation so they can flip back and forth between the parts they’re most interested in.

The American Ornithology Society has a digital welcome packet. Their table of contents links to each section, making it easy to jump to the information a new member needs.

2. Personalized Welcome Letter

What would you prefer: a generic letter, or one that used your name and thanked you?

Little touches go a long way in making members feel like they’re a vital part of something special.

Make your new members feel welcome with a friendly, personalized greeting. Address them by name, thank them for choosing your organization, give them a broad sense of the perks of membership, and once again outline what’s included in the packet.

3. Contact Information

Arguably, the single most important thing you provide your members is your association’s contact information.

Otherwise, how will they know who to reach out to when they’re learning the ropes?

While some organizations add this to the welcome letter, I’ve find it’s best to put all vital contacts on one single page so that new members can easily have it on hand to refer to. If possible, add email links for your digital copies for easy navigation.

Some things to include are:

• Association’s physical address
• Phone number
• Association’s main email address
• Names, roles, and contact information for contacts
• Board members
• Staff
• Other essential volunteers such as committee leads