Build your own new member welcome packet (template and examples)

You’ve been channeling your efforts to support new members, working overtime to spread the word about your mission. Soon, your hard work pays off, and you see an uptick in members—congratulations! But turning those new signups into long-term members? That’s where the real magic happens.

It might feel like there’s not enough time in the day to give every supporter a personal welcome. Fortunately, you don’t need to keep reinventing the wheel. With a strong onboarding system, you can ensure your new members feel valued and no one falls through the cracks. 

Read on to find out how to get your members excited for the journey ahead. 

Key takeaways

• First impressions matter: A thoughtful welcome and onboarding experience often results in improved engagement, increased trust, and member retention. 
• Simplicity is key: Your new member welcome packet doesn’t have to be complicated—timing, tone, and consistency go a long way.
• Templates save time: Customizable welcome packets allow you to create a repeatable, onboarding template that fits with your brand in minutes. 
• Remember the soft ask: Welcoming new members is also a great way to encourage supporters to take the next step—whether that’s volunteering, donating, or engaging with social media.
• Do more with less: Automation tools like Givebutter make it easy to create, send, and track welcome materials with less manual work involved. 

Why a warm welcome matters

Supporters are often most eager to get involved the first time they engage with your organization. That’s why it’s important to make an intentional effort toward building a connection early on. 

A new member welcome is a communication that introduces supporters to your mission, thanks them for joining, and sets the tone for a strong, long-term relationship. 

Remember, in this context, “new member” doesn’t just apply to organizations with a membership program. It also includes first-time donors, subscribers, or volunteers. 

When crafting a strong welcome, your strategy could include email, direct mail, or a combination of methods. According to Marketing General, 76% of membership sites say email is the best way to engage members.

A thoughtful onboarding process can work wonders for retention. While there’s no one-size-fits-all approach, many nonprofits find that a clear, well-structured welcome is the most effective way to answer questions and make supporters feel like part of the team. 

Your welcome packet doesn’t have to be fancy to be effective. Let’s dive into what to include to keep new members engaged and active for years to come.

How to create a thoughtful welcome packet: 7 must-have sections

A simple yet well-organized welcome packet can answer frequently asked questions before they even arise, giving you one less thing on your to-do list. We’ve outlined the essentials below. 

1. Table of contents 📋

A great welcome packet makes it easy for supporters to find the most important information. Add a clear contents page outlining what’s included.

Consider highlighting any must-know details here so your supporters don’t miss out. 

2. Warm and personal welcome 💛

Open with a short, heartfelt message. Let your supporters know how happy you are that they're part of the community. 

Whether it’s a handwritten note or a templated email, your tone and message matter most—keep it friendly, sincere, and mission-aligned. Don’t be afraid to leave some white space on the page so your welcome message stands out. 

3. About us 💡

Your mission, values, and work should be clear from the start. Include your mission statement, recent wins, and impact highlights. 

Share a brief history of your organization to help supporters feel a part of something bigger. 

💡 Pro tip: Feature testimonials from current members and beneficiaries to excite new supporters about what’s in store. 

4. Membership overview 🔍

Help your new supporters understand what it means to be part of your organization.

Break down membership levels (if applicable), outline any perks or expectations, and highlight real stories from current members—like volunteering, joining fundraising campaigns, or spreading the word on social media.

This is your chance to show what “being part of the community” looks like and inspire supporters to take action.

5. Upcoming events and opportunities 📅

Showcase all the exciting things happening in the weeks ahead. Highlight upcoming events, volunteer opportunities, or other ways to get involved. 

An events calendar featuring icons, illustrations, or clickable links can help new members visualize the possibilities. 

💡 Pro tip: Include a link to relevant signup forms on your website in your welcome packet so supporters can register for events or join campaigns seamlessly—no extra tools needed.

6. Contact & resources 📇

Make it easy for members to stay connected and learn more. Include your contact information—email, phone, website, and mailing address if needed.

Link to resources like a peer-to-peer fundraising page, your newsletter signup, or a member directory so supporters can plug in from day one.

7. Thank you 🎉

End your welcome packet on a warm note with a short thank-you message with a quote from a staff member, team photo, or collage of members holding welcome signs.

Consider sending a small branded gift—like a sticker, postcard, or bookmark—as a tangible way to say thanks and set the stage for strong connections. Bonus points for spotlighting a testimonial from a current member to reinforce the community they’ve just joined.

Before you wrap up, add a clear next step—like following your nonprofit on social media—so supporters know exactly how to stay engaged.

Starting from scratch

Learn how to create a winning membership application form →

Download your free welcome packet template

We’ve created a template with all the essential information to include in your welcome packet so you can feel confident you’ve created a positive first impression. This template is entirely customizable, so you can tailor it to reflect your nonprofit’s unique brand, tone, and audience.

Freebie alert!

Download your free new member welcome packet template →

5 welcome packet examples you can customize

Start by downloading the free welcome packet template above and tailoring the content to reflect your organization’s voice, tone, and brand. Once your text is ready, you can use one of these Canva templates to elevate the design and give your packet a polished, professional look—no graphic design skills required.

💡 Pro tip: With Givebutter’s customization options and Canva integration, it’s easy to ensure all your marketing materials match—from welcome packets to emails and event pages—so your brand stays consistent across every supporter touchpoint.

Keep reading to see a few of our favorite welcome packet examples. 

1. Black and beige experimental welcome packet 🖤

Ideal for large nonprofits with a lot of information to share, this simple, bold design can be customized to match your branding. Just remember to replace the default colors with your own. 

🤩 What we love about this template: It’s clean and chic, with a clear table of contents, a mission page, and plenty of space for photos to tug at your supporters’ heartstrings.  

2. Pink minimalist welcome packet 🌸

This varied workbook welcome pack offers supporters a more interactive experience. It also provides space for organizations with a large leadership team to showcase their members. 

🤩 What we love about this template: The checklist page is a fun, engaging way to get new members involved with your nonprofit. Don’t forget to highlight opportunities for volunteering, fundraising, and attending events. You could even gamify it by turning it into a bingo card!

3. Brown and white welcome packet 🍂

This client welcome packet template combines playful design with a modern layout to help nonprofits stand out from the crowd. 

🤩 What we love about this template: You can easily highlight your FAQ section so supporters can learn more about your organization. The dedicated resources page also helps eager new members explore further. 

4. Minimalist welcome packet ⚪

This simple, elegant template is perfect for nonprofits that want to let images do the talking. Choose visuals with bright, bold colors and highlight strong quotes from your beneficiaries throughout. 

🤩 What we love about this template: The “next steps” page of this template is effective for encouraging supporters to take action. Plus, the timeline makes upcoming events easier to remember by displaying them visually. 

5. Peach creative welcome packet 🍑

Share in-depth information concisely with this striking template. It’s clean, engaging, and easy to follow—ideal for any organization with a packed programming schedule.

🤩 What we love about this template: The “what to expect” page is an excellent opportunity to highlight events and fundraising opportunities, while the “package details” page can be repurposed to showcase your member benefits. 

More to explore

Get inspired by real membership website examples →

New member welcome best practices

No matter your mission or who you serve, the steps to creating a warm, memorable welcome for new members are often the same. 

Follow these tried and tested best practices to boost new member retention: 

• Send immediately 👐 Distribute your welcome packet when supporters sign up. With Givebutter workflows, you’ll never miss a chance to welcome someone new. 
• Update regularly 💛 Keep your welcome packet up-to-date with the latest from your organization. Once you’ve created it, adding new events and programs is a breeze, and keeps your welcome fresh. 
• Use a variety of materials 🎥 Variety is key to capturing interest. Include branded postcards, direct mail, or a welcome video from your team. Make sure your branding is cohesive throughout. 
• Keep it personal ✍️ According to research, emotionally-driven stories are significantly more memorable than facts alone. The more conversational and sincere you can be, the better. 
• Consult with current members 🤝 Ask your current members if there’s anything they wish they’d known when they first joined your nonprofit. Remember, they were brand new once, too!
• Include a directory 📖 A directory of existing members can help build community and foster a sense of belonging within your organization. 

Take it a step further

Build your own welcome email series using these free templates →

Put your best foot forward with Givebutter

First impressions matter—and with Givebutter, making a great one is easy. Whether you're updating your welcome packet or starting from scratch, Givebutter helps you put your best foot forward every time.

Our all-in-one platform makes it simple to create, personalize, and automate your welcome process so every new member feels like a VIP. Automatically send welcome emails, trigger follow-ups after sign-ups or donations, and track engagement—all in one place.

You’ll save time, boost retention, and make every supporter feel seen, without missing a beat.

Sign up for free today to welcome more members (and keep them coming back).