Are letters now obsolete, and if not, when should your organization post them, and to who? And should you type a personal booster club letter or write it by hand?
Fundraiser Letters, Welcome Letters, President’s Letter, Membership Letters, and More
Physical letters are more impactful and appreciated than emails or other electronic forms of communication. They show the writer cares about the relationship, which helps grow loyalty with members. Also, a thoughtful booster club letter to parents, volunteers, and donors is better at getting the reader’s attention.
We live in a fast-paced world of brief messages with time-saving abbreviations, acronyms, and emojis. Of course, electronic communication has a place, especially for connecting with parent volunteers on social media, but there are still cases when a formal letter is the best means of communication. This guide covers the nine booster club letters that grab attention and support your cause.
Before the samples, here are some practical letter-writing tips to keep in mind.
Booster Club Letter Writing Guidelines
Formal and semi-formal letters should be typed, while informal ones have more impact when they are handwritten. Either way, letters work better as hard copies (stationery) rather than electronic. Recent studies show that people are unlikely to navigate longer text on screens. The research found that printed text is much easier to follow than digital formats [1] [2].
But if you do prefer to email, the letter-writing guidelines below are similar.
Try to keep your message short where appropriate but not so brief that it lacks details or leaves your reader with unanswered questions.
The standard layout for your booster club letters from top to bottom looks like this:
- Use letterhead if you have it
- Add the recipient’s name and address
- Add the date
- Write a strong subject line
- Choose your salutation
- Add the body text
- Add a complimentary closing with signature
Creating a template for your letters maintains consistency in your communication. Then, the only part that changes is the body text and the contact details.
OK, let us now go over the letter format, starting from the top.
#1 Use Letterhead
Always use letter-headed paper if your organization has it, as it’s the first thing that catches the reader’s attention. A letterhead should also contain the high school or middle school your club supports. An impressive header will strengthen your image and present a great first impression. A typical heading includes the name and address of your club, contact details, and a logo, slogan, or eye-catching design.
#2 Add the Date
In this guide, dates are unabbreviated and left-aligned, as are all other letter components. This is called the full block format. For example, your date goes one space below the header and reads like this, January 1, 2022.
#3 Add Recipient’s Details
Add the name and address of your recipient under the date (physical letters only).
#4 Write a Strong Subject Line
The subject line or subheader should grab the reader’s attention. Its aim is to state the purpose of your letter but keep it short and to the point. It’s a vital part of email communication but can also work well with mailed letters.
Sample Subject Line: Let’s Fight for [Booster Cause Here] Together
In the example above, the subject line communicates a sense of teamwork. Asking a rhetorical question—when appropriate—can also provide a powerful subject line.
#5 Choose Your Salutation
There’s no need to complicate the opening greeting. Instead, use Dear, followed by the Recipient’s Name or Title + Surname for more formal correspondence. It is appropriate to use a first-name salutation in your business communication if you’re on first-name terms with the receiver.
Less Formal: Dear Yvette | More Formal: Dear Mrs. Sullivan
Using people’s names adds a personal touch and is better received than greetings such as ‘To Whom It May Concern,’ or ‘Dear Sir/Madam,’ and other generic salutations.
#6 Body Text
The body text is the main message in your letter. How this reads depends on the type of letter you write and to whom. There are suggestions for the different letter types later in the guide. But, first, a few tips that apply to all content.
- Use the top paragraph to introduce the purpose of the letter
- Use straightforward language; avoid long words if there are simpler alternatives
- Keep paragraphs trimmed to a few sentences (no reader likes huge blocks of text)
- Avoid using identical words in the same sentence when possible
- Always proofread your letter by reading it out loud before sending it
Busy people can be impatient, so a brief, well-written, and to-the-point letter works best in every situation. And by keeping the paragraphs short, you allow the content to breathe, thus improving the letter’s readability.
#7 Complimentary Closing
The complimentary closing changes depending on the addressee. Below are examples of which closing to use and in what circumstances:
- Most Formal: Yours sincerely; Sincerely
- Semi-formal: Best regards; Kindest regards (or Kind regards); Warmest regards
- Informal: Regards; Kind regards; Best regards
The closing should be completed by adding your signature below and below that your name and relevant position typed out:
Samantha Test, City High Booster Club President
Points to Note: If you send letters by email, add the contact details to your signature. You may also choose to add an optional contact phone or email address in the last paragraph of your correspondence.
Sample Booster Club Letter Template
Below is a sample of a physical booster club letter template based on the above guidelines. It has short paragraphs, proper spacing, and formatting.
Point to Note: When possible, consider hand writing the salutation and your closing signature on typed letters. It’s a small touch that helps soften and personalize the message.
Booster Club Letter Templates Save Time
You must add the date, recipient details, and complimentary closing to each letter template. But once you have written the body text, you can often reuse the content with only minor edits to the letter. For best practice, create a locked master template, so you don’t make edits to the original.
Creating templates for your organization’s most common letters is a good idea.
How to Address Envelopes
A correctly addressed envelope shows you care and looks professional. If you’re writing to a contact at a large company, adding the correct name and department will reach the recipient faster. That’s particularly important if your letter is time-sensitive.
The example below is a standard format for addressing envelopes.
Now let’s go over some suggestions for the body of the various letters. Remember, these are only guidelines as each club is different, but your structure will be similar.
Booster Club Welcome Letter
Send your booster club letter to parents and members as soon as they sign up. You can also create generic versions of your welcome letter to hand out to parents at your school’s open house or parents night with an invitation to your next scheduled meeting.
[SUBJECT]: WELCOME FRIEND! WE’RE GLAD YOU’RE HERE
[MAIN BODY TEXT]
- Paragraph 1: Welcome greeting.
- P2: Introduce the purpose of your booster club
- P3: Make clear how your organization is funded
- P4: Explain how the new member can contribute
- P5: Tell the new member you’re excited to have them on board
- P6: Invite the new member to contact you if they have any questions
[CLOSING]
Membership Letter
A booster club membership letter can be a newsletter on current news and events. Or, it can be more formal, informing members of issues, fees or dues, requests for support, etc.
[SUBJECT]: GYMNASIUM MAKEOVER FINALLY GETS THE GO AHEAD
[MAIN BODY TEXT]
- Paragraph 1: Outline the primary purpose of the letter
- P2: Explain how members can help (be specific)
- P3: Reiterate why the booster exists and its importance
- P4: Encourage members to contact you for further details
Consider all correspondence as a booster club thank you letter. Telling volunteers how much you value their contribution—no matter its size—goes a long way.
[CLOSING]
Booster Club President’s Letter
[SUBJECT]: URGENT REQUEST FROM THE PRESIDENT
[MAIN BODY TEXT]
Letters from the president can cover many topics. For example, a personal thank you at the end of the school year. That could be to thank those who gave their time as volunteers or donated to the club. Such letters usually recap the accomplishments made over the year.
Likewise, the president may write an open letter welcoming current and new volunteers at the beginning of a semester. Other leadership letter examples are event reminders, donation requests, updates after monthly meetings, etc.
In all cases, the president’s letters should close by thanking the reader for any past, present, or future support.
[CLOSING]
Booster Club Update Letter
This letter informs members of changes or updates to the organization’s leadership. It may also include information on how to submit nominations and details on upcoming elections.
[SUBJECT]: ONLINE DONATIONS AVAILABLE FROM [INSERT DATE HERE]
[MAIN BODY TEXT]
- Paragraph 1: State the reason for the update
Your remaining content will depend on the update, for example:
- Inform of changes to the executive board and responsibilities
- Inform of changes to the committee chair or co-chairand responsibilities
- Inform of changes to the committee membership and roles
- Inform members how to submit their names as potential candidates
- Thank members for their continual support
[CLOSING]
Fundraising Letter
You may want to create templates for the different types of booster club fundraising letters. Examples could be standard fundraising, annual, campaign-specific, or crowdfunding campaigns. The example below is for a general type letter. It’s a good idea to add attention-grabbing subject headings for these.
[SUBJECT]: EXCITING NEW BOOSTER CLUB FUNDRAISING IDEAS
[MAIN BODY TEXT]
- Paragraph 1: Make it personal; speak to the reader’s emotions
- P2: Thank members for past support and outline the value of their contributions
- P3: Reach out and ask for donations to support an existing project or a new one
- P4: Explain how the valued member can donate/contribute to the cause
- P5: Thank the member for their support, whether they can help this time or not
[CLOSING]
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Booster Club Donation Request Letter
Like fundraising, donations come in many forms, so consider templates for each category. Examples are events, auctions, schools, etc. Again, the sample here is for a standard letter.
[SUBJECT]: CITY CLUB BOOSTER CAN [NAME OF MISSION] WITH YOUR HELP
[MAIN BODY TEXT]
- Paragraph 1: Grab attention with a short success story or an emotional appeal
- P2: Let the reader know why their continued support is so vital
- P3: Outline the problem your booster club is struggling to solve
- P4: Explain how the reader can donate financially or by service
- P5: Be transparent and specific about how you will use the donation
- P6: Invite the reader to contact you if they would like to learn more
- P7: Thank members for their support, whether they can help this time or not
[CLOSING]
Sponsorship Booster Club Letter
Send sponsorship letters to local business owners, companies, and philanthropists in an attempt to raise funds. This sample is for individuals, but you can easily tweak it for more prominent sponsors.
[SUBJECT]: YOUR NAME NEXT TO OURS CHANGES YOUNG LIVES
[MAIN BODY TEXT]
- Paragraph1: Introduce yourself to the sponsor or potential backer
- P2: Be passionate when introducing the event your organization supports
- P3: Politely ask for a contribution, and be specific
- P4: Tell the sponsor what their generosity would mean to you and the club
- P5: Give details of how they can donate
- P6: Thank the person for reading, whether they can help this time or not
[CLOSING]
Open Booster Club Letters
An open letter can be addressed to an individual or group but is available to a broader audience. The subjects can vary greatly, so it’s impossible to outline a typical example. However, there are three vital points to consider before you send out an open letter.
[SUBJECT]: B.O.E. ACCEPTS BOOSTER CLUB’S PLAN TO…
[MAIN BODY TEXT]
- Paragraph 1: Introduce the issue or topic
- P2: State your purpose of the letter (be specific about the reasons)
- P3: What action the reader should take—if anything—in response to the letter
- P4: Conclude and thank the reader for their time
[CLOSING]
Letters to Officials
Keep to a formal style for all official letters to school administrators, government departments, etc. Always type official letters. Try to get the name of the official you’re writing to and use it in the salutation. Failing that, use a generic greeting such as “To whom it may concern.”
[SUBJECT]: DIRECTORS AND OFFICERS LIABILITY INSURANCE COVERAGE
[MAIN BODY TEXT]
- Paragraph 1: Introduce yourself, your position, and your organization
- P2: State your reason for writing in brief
- P3: Expand on paragraph 2 with details to support your message
- P4: Conclude by briefly restating the original intent of the letter
- P5: Thank the official for their time and consideration
[CLOSING]
Point to Note: Getting a response from officials or their departments may take a while. Therefore, always check that your letter covers everything it needs to, especially with time-sensitive correspondence. There’s nothing more frustrating than receiving a long-awaited reply that asks for details you forgot to include in the original message.
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Closing Notes on Booster Club Letter Writing
Creating templates for your booster club standard letters can be a massive time saver. Templates also present a professional, visually pleasing image and safeguard against using the wrong salutation or closing. Using a club letter template can keep your content concise and on point without falling short on details. People are busy, so overly long letters get less attention than those that get to the point and are easy to read.
And with every message sent, remember to proofread your text and have one other official do the same.