Writing a message to an alumnus can be a great way to reconnect with former students and keep them engaged with your school or organization. However, it’s important to craft your message thoughtfully in order to make a positive impression. In this article, we’ll explore tips for writing effective messages to alumni, including best practices for structure, content, tone, and more. We’ll also provide examples to help inspire your own outreach.
Know Your Audience
The first step in writing any message is understanding your audience. When writing to alumni, consider details like:
- How long has it been since they graduated or were involved in your organization? Recent grads may appreciate different content than those who graduated decades ago.
- What was their experience like with your school or organization? Tailor your message to their interests and activities.
- What information are they likely to care about today? This may include career resources, networking opportunities, alumni event invites, or giving campaigns.
- What medium or format will be most effective? Letters, emails, social media, text messages, and postcards all reach alumni differently. Consider your audience’s preferences.
Researching your alumni audience and segmenting them into groups with common interests, graduation years, locations, and giving history can help you tailor effective messages.
Craft an Appealing Subject Line
For written communications like emails or letters, the subject line is your first chance to capture the reader’s attention. Some best practices for writing engaging alumni email subject lines include:
- Keep it short, ideally between 40-50 characters. Lengthy subject lines may get cut off in inboxes.
- Speak directly to their interests or experience. For example, “Catch up with your 1977 classmates!” or “Your favorite campus spot rebuilt.”
- Use urgency when appropriate, like “Register by Friday for alumni weekend!”
- Ask a question to pique curiosity: “Guess who became president?”
- Include important details like dates, times, locations.
- Avoid overused phrases like “Alumni News” which may blend into spam.
Test different subject line styles and lengths to see what resonates best with your audiences.
Structure Your Message
The body of your alumni message should quickly establish context, deliver your key information, and end with a clear call to action. Here are some tips for structuring effective messages:
Opening
The opening paragraph or section should:
- Establish a warm, engaging tone.
- Remind recipients of their connection – “As a Class of 1992 graduate…”
- Reintroduce yourself or your organization.
- Preview what the message will cover.
For example:
“Hi Amanda,
It’s been too long since we’ve caught up! As a proud member of the Class of 2000, I wanted to bring you exciting updates from your alma mater…”
Content Body
The middle section delivers the bulk of your message. Use relevant headers, bulleted lists, and clear organization to help readers skim and digest information easily.
Some content tips include:
- Prioritize the information that will matter most to them. Lead with key updates, campus news, or alumni profiles.
- Break content into scannable sections with headers and lists when possible.
- Share a mix of school news, alumni stories, event updates, and any opportunities to get involved or give back.
- Keep sentences and paragraphs concise. Alumni are busy and appreciate brevity.
Call to Action
Closing your message with a specific call to action gives recipients something to do or consider after reading. Some call to action examples include:
- Register for an upcoming event
- Update their contact information
- Visit a website or social media page
- Get involved as a volunteer or mentor
- Make a donation to a campaign
- Share feedback on their alumni experience
Craft your call to action with power words like “register now,” “join us,” or “learn more” to motivate response.
Sign-Off
End your message with a warm, grateful tone that furthers relationships with alumni. Share your contact details and invite them to reach out.
For example:
“Thank you again for being such an important part of our community. I’d love to hear how you’re doing, so please send an update anytime!
Best Regards,
[Your Name]
[Contact Info]”
Choose Your Content Carefully
When deciding what content to include, put yourself in the shoes of your alumni audience. Here are some dos and don’ts:
Do:
- Highlight alumni achievements and news – This affirms their positive experience with you.
- Share campus developments – Remind them their time had an impact.
- Offer meaningful ways to engage like events, mentoring, or giving back.
- Include nostalgic throwbacks like photos, fun facts, or commemorations of their time.
Don’t:
- Overuse fundraising appeals – Balance asks with other content.
- Only send when you need something – This can seem transactional.
- Leave too long between messages – Ongoing engagement is key.
- Use too much insiders-only jargon – Make content accessible.
A mix of school news, alumni highlights, and opportunities to engage makes a well-rounded message. Personalize content when possible to show you care.
Craft an Engaging Tone
Your writing tone leaves an impression on recipients. Some tips for getting tone right in alumni communications include:
- Strike a conversational, friendly tone. This feels more genuine than overly formal language.
- Use warm, enthusiastic language like “We’d love to see you!” vs. stiff phrases like “Your participation is encouraged.”
- Make it sound like you’re speaking directly to the person, using “you” language.
- Share some of your own personality and passion. Let your school pride come through.
- Avoid sounding like you’re asking too much or only want money. Keep things positive.
Matching the excitement alumni feel for your school creates positive vibes. Share your genuine pride in updates.
Make Communications Visually Appealing
Visuals help break up text and engage readers. Consider adding:
- Photos from alumni’s era to spur nostalgia.
- Infographics sharing key data or news at a glance.
- Quotes pulled out in text boxes to highlight meaningful ideas.
- Images of campus locations and architecture through the decades.
- Charts or graphs summarizing important statistics like alumni giving.
Tasteful design elements using your brand colors and assets also elevate messages.
Review and Test Your Message
Before sending your alumni communication:
- Proofread closely for any typos or formatting issues.
- Review your messaging and design choices objectively. Will this achieve your goals?
- Test it on a small group of alumni and ask for feedback.
- Check that all links, images, headers, etc. work as intended.
- Ensure your subject line and calls to action are compelling and clear.
- Look at your message through the eyes of your audience. Does it resonate?
Taking time to polish your message pays off in results and alumni goodwill. Evaluate what works to improve next time.
Sample Alumni Message Templates
Reviewing examples can provide helpful inspiration for your own communications. Here are a few sample templates showcasing different approaches:
School News Roundup Email
Subject Line: Big campus updates inside!
Hi [First Name],
As one of our most treasured Class of _____ alumni, I wanted to share some of the latest happenings at [School Name]:
– Our new state-of-the-art engineering building just opened last month. Check out photos of the amazing new labs and facilities. [link]
– This year we launched three new academic majors including Artificial Intelligence, Public Health, and Communications. Read more about the exciting additions. [link]
– applications. Applications for next year are up 15%! The Class of 2028 is shaping up to be one of our most competitive ever.
– Homecoming 20XX is coming up October 15th. Join fellow alums at the big game and relive your school spirit! [link]
We hope you’ll come back to campus soon to see all the changes and growth happening here. Please let me know if you have any questions!
Gratefully,
[Your Name]
[Contact Info]
Alumni Profile Newsletter
Subject: Meet our new Executive Director, [Name]
[Newsletter Header Image]
[Name] Named New Alumni Association Director
[Opening paragraph introducing new director with their graduation year, degree, and background at school.]
“I’m thrilled to join the Alumni Association as Executive Director,” said [Name]. “This school gave me so much great experience during my student days. I can’t wait to help engage alumni and strengthen our nationwide community.”
[Quote from school president, provost, or association board chair welcoming the new director.]
We caught up with [Name] to learn more about their vision for the role.
[Q&A section with new director highlighting their priorities, goals, excitement for the role, ideas for connecting alumni, etc.]
Get to know [Name] yourself at upcoming regional alumni events! [links]
[Closing encouraging readers to welcome and connect with the new director]
Alumni Mentorship Program Invite
Subject: Share your experience with students as a [School] Mentor
Dear [First Name],
We’re excited to grow our alumni mentorship program that connects current students 1-on-1 with graduates like you. As a valued alum, you have experience and insights that can truly help guide and motivate our students.
That’s why I hope you’ll consider volunteering as an alumni mentor. You’d be matched with a current student based on your background, interests, and availability. Mentoring happens virtually and on your schedule through:
– Monthly video conferences to discuss career questions, schoolwork, and more
– Ongoing email exchanges providing advice and perspective
– Optional in-person meetups like campus visits or coffee chats
92% of last year’s student mentees said the program helped shape their academic and professional path. Make an impact by becoming a mentor!
Review the mentor commitment and submit your interest using the link below. I’m happy to answer any questions you may have.
[Sign Up Link]
Thank you for supporting the next generation of [School] talent!
[Your Name]
[Contact Info]
Key Takeaways
Reconnecting with alumni through tailored messages benefits both your organization and graduates long-term. Keep these best practices in mind:
– Know your audience and segment alumni effectively based on shared interests and attributes. This allows personalized, relevant communication.
– Catch attention with targeted subject lines that speak to what alumni care about.
– Structure messages clearly with warm openings, scannable body content focused on audience-relevant updates, visual elements that break up text, and clear calls to action.
– Choose content alumni will genuinely appreciate like campus news, alumni features, nostalgic throwbacks, and opportunities to engage or give back.
– Use an enthusiastic yet conversational tone that shows your pride and passion.
– Review, test, and update messages based on what resonates best with alumni. Ongoing refinement generates greater engagement.
With care and creativity, your communications can strengthen lifelong bonds with graduates and further your school or organization’s mission. What strategies have you found effective for reaching alumni? Let us know!