Sample letter for Offering Membership to Applicants

Modified on Tue, 22 Nov 2022 at 03:40 PM

Here is an example of an email that you might use when extending Offers of Membership to both new Membership applicants or to your existing Waitlist. When you send this email from your MailChimp account, the merge tags will be replaced with the new member's account information:

Please note that you will want to both complete the missing elements in the letter and/or edit your message to reflect your clubs policies (ie: requiring emergency contact).

Dear  *|FNAME|* *|LNAME|*, 

We are pleased to welcome you to <insert club name>! When you signed up for the Waitlist or the New Member Application using the form on our website, an account was created for you in our system. Please log into your account to update your contact information. The following steps provide instructions for logging into your account and making any updates to account information. 

Instructions to log into your new account:

  • Logging In: Visit <insert URL here> and click on the Loginlink at the top of the page.
    • Your Username: *|LOGIN|*
    • Use the password that you entered into the Waitlist or New Member Application form.


If you ever lose your password you can use the password reset link found on the login page, but this requires a valid email address on file. You can store one email address per adult member by clicking the edit icon next to their name on the account management screen.

Please take a moment to verify all of your account information and make any corrections needed.

  • Add/Delete Members: To do so, click the ADD MEMBER button and add any members needed. If you need to delete a member, click on DELETE next to each member and delete. Please remember, all members must have the same permanent address.
  • Edit Member Information: Edit all info for each member. To do so, click on EDIT next to each member's name and edit phone, email, gender, member type and/or date of birth.
  • Edit Account Information:  You can change your username here, change the billing contact and update your address. Make sure you are using the address which is associated with your credit card.
  • Profile Image: Upload profile images of each individual in your family membership under their name.  To do so, select each member, hit EDIT and add each photo by clicking on the CLICK TO UPLOAD IMAGE icon. Please use a close up, head shot or cropped face photo.
  • Emergency Contact: To add emergency contact info, click on EDIT next to emergency contact info and add the correct info.
  • Payments: Once we have extended an offer of membership, please secure your family membership by making a payment. Please click on the BIG red banner at the top of your login page. Once you have clicked on your dues payment, you will choose your method of payment and be taken to a second screen to check out. We accept:
    • Credit/Debit Card - If you are paying by credit card, enter credit card number, expiration date and CVV.
    • Check - If you are paying by check, please download and print the invoice you will see on the page and mail into the address provided.

 If you have any questions or need assistance with any changes please contact us at <insert contact email>.


<Insert Club Name Here>

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