As a Toastmasters club officer, you send a lot of emails. Role reminders, meeting invites, welcome messages, schedule updates—it adds up. Here are 10 proven email templates you can copy, paste, and customize for your club.
Template #1: Role Assignment Notification
Subject: You're Assigned - [Club Name] Meeting on [Date]
Hi [Member Name],
You've been assigned to a role for our upcoming meeting:
- Role: [Role Name]
- Date: [Date and Time]
- Location: [Meeting Location]
Please let me know ASAP if you can't make it so we can find a replacement.
See the full schedule here: [Link]
Thanks,
[Your Name]
[Your Title]
Template #2: 7-Day Reminder
Subject: Reminder: You're [Role] in 7 Days
Hi [Member Name],
This is a friendly reminder that you're scheduled for:
- Role: [Role Name]
- Meeting: [Day, Date] at [Time]
- Location: [Address/Link]
Please start preparing your [speech/evaluation/etc.]
Can't make it? Please contact me immediately so we can find a substitute.
See you there!
[Your Name]
Template #3: Last-Minute Substitute Request
Subject: URGENT: Need Substitute for [Role] Tomorrow
Hi Everyone,
[Original Member] can't make tomorrow's meeting, and we need someone to fill in as [Role Name].
Meeting Details:
- Date: [Tomorrow's Date]
- Time: [Time]
- Role: [Role Name]
Can anyone step in? First to reply gets it!
Thanks,
[Your Name]
Template #4: New Member Welcome
Subject: Welcome to [Club Name]! 🎤
Hi [New Member],
Welcome to [Club Name]! We're excited to have you join our Toastmasters family.
Here's what happens next:
- Attend your first few meetings to get comfortable
- You'll be assigned your first role soon (we start easy!)
- Feel free to ask questions anytime
Meeting Details:
- When: [Day/Time]
- Where: [Location/Link]
- What to expect: [Brief agenda]
See you at the next meeting!
[Your Name]
[Club President/VP Membership]
Template #5: Schedule Published Announcement
Subject: Next 4 Meetings Scheduled - Check Your Roles
Hi Team,
The next month's meeting schedule is now live!
Please check your assignments and let me know ASAP if you can't make any of your dates.
View the full schedule: [Link]
Upcoming Meetings:
- [Date 1] - [Toastmaster Name]
- [Date 2] - [Toastmaster Name]
- [Date 3] - [Toastmaster Name]
- [Date 4] - [Toastmaster Name]
Thanks for your participation!
[Your Name]
VP Education
Template #6: Meeting Cancellation
Subject: Meeting Canceled - [Date]
Hi Everyone,
Unfortunately, we need to cancel tomorrow's meeting due to [reason].
Canceled Meeting:
- Date: [Date]
- Originally scheduled roles will be reassigned
Next Meeting: [Next Date and Time]
Apologies for the inconvenience. See you next time!
[Your Name]
Club President
Template #7: Guest Invitation
Subject: You're Invited to Visit [Club Name] Toastmasters
Hi [Guest Name],
Thank you for your interest in Toastmasters! You're invited to visit [Club Name] as our guest.
Meeting Details:
- Date: [Date]
- Time: [Time]
- Location: [Address or Zoom Link]
- What to bring: Just yourself!
What to expect:
- Warm welcome from our members
- Prepared speeches and evaluations
- Table Topics (impromptu speaking)
- Opportunity to ask questions
Feel free to bring friends or family. Guests are always welcome!
Looking forward to meeting you,
[Your Name]
VP Membership
Template #8: Meeting Agenda
Subject: Agenda for Tomorrow's Meeting
Hi Team,
Here's tomorrow's meeting agenda:
[Club Name] - [Date] at [Time]
Meeting Roles:
- Toastmaster: [Name]
- General Evaluator: [Name]
- Speaker 1: [Name] - [Speech Title]
- Speaker 2: [Name] - [Speech Title]
- Table Topics Master: [Name]
- Timer: [Name]
- Grammarian: [Name]
- Ah-Counter: [Name]
See you tomorrow!
[Your Name]
Template #9: Thank You (After Meeting)
Subject: Great Meeting Yesterday - Thank You!
Hi Everyone,
Thank you for another fantastic meeting yesterday!
Highlights:
- Excellent speeches from [Names]
- Thoughtful evaluations
- Great energy and participation
Special shoutout to: [Member who went above and beyond]
Next Meeting: [Date] at [Time]
Keep up the great work!
[Your Name]
Club President
Template #10: Role Swap Request
Subject: Can You Swap Roles for [Date]?
Hi [Member Name],
[Original Member] can't make the [Date] meeting and asked if you could swap roles.
The swap:
- You take: [Role] on [Date 1]
- They take: [Role] on [Date 2]
Would this work for you? Let me know by [Deadline].
Thanks for being flexible!
[Your Name]
VP Education
Pro Tips for Club Emails
1. Subject Lines Matter
- Be specific: "You're Timer on May 15" > "Meeting Update"
- Use names: Personalized subjects get higher open rates
- Urgency when needed: "URGENT" for last-minute issues only
2. Keep It Short
- Get to the point in first sentence
- Use bullet points
- Key info at the top
- Save details for attachments
3. Always Include
- Date and time (with timezone if virtual)
- Location or Zoom link
- What they need to prepare
- Who to contact with questions
4. Timing Matters
- Role assignments: 2 weeks before meeting
- 7-day reminder: One week before
- 1-day reminder: Day before meeting
- Agenda: Morning of meeting day
Automate Your Email Reminders
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Bonus: Email Best Practices
Avoid Email Fatigue
- Don't email every tiny update
- Batch announcements when possible
- Use club communication channels (Slack/Discord) for discussions
- Email is for important, actionable items only
Make Emails Actionable
- Clear subject: What they need to do
- First line: Why they should care
- Bullet points: What action to take
- Deadline: When they need to respond
Personalize When Possible
- Use member's first name
- Reference their specific role
- Acknowledge their contributions
- Makes people feel valued
Conclusion
These templates should cover 90% of your club communication needs. Feel free to customize them for your club's tone and style.
The key is consistency: send the same types of emails at the same times every cycle. Your members will come to expect and appreciate the reliable communication.
Or, you know, use software that automates the reminders for you. Just saying. 😉