A “Sample Letter To New Foundation Board Members” is a template. It welcomes new members. It also sets the stage for their roles. Nonprofits use it. They need to onboard new board members smoothly.
Writing feels hard? Don’t worry! We’ve got your back. This article shares letter examples. Use them as a guide. Make your welcome letter shine.
Ready to craft the perfect welcome? Explore our samples below. Find one that fits your needs. Let’s get started!
Sample Letter To New Foundation Board Members
[Your Name/Organization Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Board Member Name]
[Board Member Address]
[City, State, Zip Code]
Subject: Welcome to the [Foundation Name] Board!
Dear [Board Member Name],
On behalf of the entire [Foundation Name], I extend a warm welcome to you as a new member of our Board of Directors. We are truly excited to have you join our team.
Your expertise and passion for [Foundation’s Mission/Area of Focus] will be invaluable as we work together to [Briefly State Foundation’s Goal]. We believe your unique perspective will significantly contribute to our efforts.
We have scheduled an orientation session for new board members on [Date] at [Time] in [Location/Platform]. This session will provide an overview of the foundation’s history, mission, strategic plan, and current initiatives. You will also have the opportunity to meet other board members and key staff.
Attached you will find:
A copy of our Board Member Handbook
Our most recent annual report
A list of upcoming board meetings
In the meantime, please do not hesitate to contact [Contact Person] at [Contact Email] or [Contact Phone Number] if you have any questions.
We are confident that your involvement will make a significant difference, and we look forward to working with you.
Sincerely,
[Your Name/Name of Sender]
How to Write Letter To New Foundation Board Members
Subject Line: Crafting the Initial Impression
- Keep it concise and germane. Think “Welcome to the [Foundation Name] Board” or “Onboarding New Board Members.”
- Steer clear of ambiguity. The subject should telegraph the letter’s purpose immediately.
Salutation: Setting the Tone
- Address them formally. “Dear [Mr./Ms./Dr.] [Last Name],” is a safe bet, especially for the inaugural correspondence.
- Beware of excessive familiarity. Reserve first-name salutations for later, more intimate communications.
Introduction: The Overture
- Express a warm welcome. Acknowledge their appointment and convey genuine enthusiasm.
- Briefly allude to the foundation’s mission. This re-emphasizes the shared purpose and galvanizes their commitment.
- Example: “On behalf of the entire [Foundation Name] team, I extend a hearty welcome. Your expertise will undoubtedly fortify our endeavors to…”
Body Paragraph 1: Laying the Groundwork
- Provide context. Briefly summarize the foundation’s recent achievements and current strategic priorities.
- Offer resources. Direct them to key documents like the strategic plan, annual report, and board member handbook (if one exists).
- Mention upcoming events. Inform them of any imminent board meetings, retreats, or fundraising galas.
Body Paragraph 2: Articulating Expectations
- Outline responsibilities. Clearly delineate the duties and expectations of a board member, including meeting attendance, committee participation, and fiduciary responsibilities.
- Emphasize the time commitment involved. Transparency upfront prevents misunderstandings down the line.
- Highlight the importance of philanthropic contributions. While not always mandatory, underscore the significant impact of personal giving.
Providing Support and Resources: Facilitating Integration
- Introduce key contacts. Provide the names and contact information for staff members who will be their primary points of contact.
- Offer mentorship opportunities. Pair new board members with seasoned veterans for guidance and support.
- Suggest training sessions. Recommend workshops or seminars on nonprofit governance and fundraising best practices.
Closing: A Final Flourish
- Reiterate enthusiasm. Express optimism about their contributions and the future of the foundation.
- Offer an invitation to connect. Encourage them to reach out with any questions or concerns.
- Use a professional closing. “Sincerely” or “Best regards” are always appropriate.
- Sign off with your name and title. This adds a personal touch and reinforces your authority.
Frequently Asked Questions: Sample Letter to New Foundation Board Members
This section addresses common inquiries regarding the composition and purpose of a sample welcome letter for new foundation board members.
It provides guidance on key elements and considerations for crafting an effective introductory communication.
What is the primary purpose of a welcome letter?
The primary purpose is to formally welcome new members, express enthusiasm for their participation, and provide essential information about the foundation’s mission, values, and governance.
What key information should be included in the letter?
The letter should include a warm welcome, an overview of the foundation’s mission and history, board member responsibilities, contact information for key personnel, and details about upcoming meetings or events.
Who should sign the welcome letter?
Ideally, the letter should be signed by the Board Chair or another senior member of the board, reflecting the collective welcome of the existing members.
How formal should the tone of the letter be?
The tone should be formal and professional, reflecting the seriousness of the board’s responsibilities and the foundation’s commitment to its mission.
Is it necessary to include an orientation packet with the letter?
While not always necessary, including an orientation packet containing governance documents, strategic plans, and board member biographies can be beneficial in providing comprehensive information to new members.
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