# Club membership renewal email pack

Replace every [bracketed prompt] before sending. Confirm the dates, fee, renewal link, benefits and contact details with your committee. Send only to recipients permitted under your club's communication preferences and applicable rules.

## 1. Friendly advance reminder

**Subject:** Your [season/year] membership is coming up for renewal

Hi [first name],

Thanks for being part of [club name]. Your [membership type] is due to renew on [date].

Renew for [fee and currency] by [date] at [renewal link]. Your membership includes [two or three specific benefits]. If your details or membership type have changed, please contact [role/contact] before paying.

We'd love to have you with us for [upcoming activity/season]. Questions? Reply to this email or contact [contact details].

Thanks,  
[sender name]  
[club name]

## 2. Renewal due today

**Subject:** Renew your [club name] membership by [date]

Hi [first name],

Your [membership type] renewal is due today, [date]. The fee is [fee and currency]. You can renew securely here: [renewal link].

If you have already paid, thank you—please disregard this reminder. If you need a different membership option or help with payment, contact [contact details]. [Explain accurately what happens to access or participation after expiry.]

Best,  
[sender name]

## 3. Past-due check-in

**Subject:** Can we help with your [club name] renewal?

Hi [first name],

Our records show that your [membership type] expired on [date], and we haven't yet matched a renewal payment. If you have already paid, please tell us when and how so our treasurer can reconcile it.

To renew, use [renewal link] for [fee and currency]. If you do not plan to renew, or need to discuss another option, reply to [contact]. [State any real deadline or access change; do not imply a penalty that the club has not adopted.]

Thank you for being part of [club name],  
[sender name]

## 4. Optional welcome-back note

**Subject:** Welcome back to [club name]

Hi [first name],

Your renewal is recorded—thank you. Here are the next dates to know: [event/date], [event/date]. Your membership contact is [name/role/contact].

Please review your contact and communication preferences at [member update link or instructions]. We look forward to seeing you.

## Before sending

- Test the renewal link and confirm it leads to the correct plan and amount.
- Check the recipient list, opt-outs, guardian/contact routing and merge fields.
- Reconcile payments before sending a past-due message; provide a clear way to report a mismatch.
- Keep a copy of the approved price, dates and access policy for the committee record.
- Do not include payment-card details in email.