Whether you're announcing an event, welcoming new members, or requesting volunteers, email remains one of the most powerful tools for chapter leaders to connect with your audience. But in a world flooded with messages, how do you ensure your email stands out—and gets results?
By following a few best practices, you can make your emails more engaging, easier to read, and more likely to inspire action. Here are 10 tips to help you write emails your members will actually want to open—and act on.
Top 10 Tips for Writing Effective Chapter Emails
- Start with a clear, compelling subject line.
Your subject line is the first—and sometimes only—thing your audience will see. Keep it short, specific, and relevant. Try to answer: What’s in it for them?
Example: “Don’t Miss Our Free Coatings Training – Register by Friday!”
- Greet your audience personally when possible.
Use the recipient’s name or a personalized greeting like “Hello AMPP Chicago Chapter Members” to build connection and relevance.
- Keep your message focused and concise.
Stick to one main idea per email. If you have multiple announcements, consider a short, bulleted list or breaking them into separate emails.
- Use short paragraphs and white space.
Large blocks of text can be overwhelming. Break up your message with short sections, headers, and bullet points so it’s easy to skim.
- Make your call-to-action (CTA) obvious.
Want them to RSVP? Download a guide? Volunteer? Say it clearly and repeat it if needed. Use a button or bolded link to draw attention.
Example: [Sign Up for the April Event Here]
- Avoid jargon and keep the tone friendly.
Even if your audience is technical, write in a conversational tone that feels welcoming and easy to understand.
- Add a visual if it enhances the message.
A relevant photo or flyer can boost interest, especially when promoting events or showcasing member highlights.
- Include contact info or a way to ask questions.
Help members know where to go if they need support or want more details. This builds trust and encourages follow-up.
- Send at the right time.
For most chapters, weekday mornings (Tuesday–Thursday) see the best open and click rates. Test what works best for your audience.
- Always include your chapter name and a way to unsubscribe.
Stay compliant with email laws and build credibility by clearly identifying who the email is from. If using a platform like Mailchimp or Constant Contact, this is built-in.
Conclusion: Better Emails, Better Engagement
Great email communication isn’t about writing more—it’s about writing better. When your emails are clear, focused, and member-centered, you’ll increase engagement, grow attendance, and strengthen chapter involvement.
We're here to help you grow and strengthen your chapter. If there's a topic you'd like us to cover, let us know—we’re always looking for ways to support you better!