Guide
Membership welcome pack: what to include
The first few days after someone joins decide how engaged they’ll be. A good membership welcome pack makes a new member feel wanted, shows them how to get value straight away, and gets their membership card into their hands - or their phone. Here’s what to include, and when to send it.
Last updated October 9, 2026. Facts about Apple Wallet and Google Wallet were checked against Apple’s and Google’s own documentation, linked in the sources.
The short answer
A membership welcome pack should include a welcome letter, the membership card, a clear summary of benefits and how to use them, key dates, and who to contact. Send it the moment someone joins - digitally, with the card in their phone’s wallet - and follow up in the first week and the first month.
Why a welcome pack matters
- First impressions stick. New members are at their most enthusiastic the day they join.
- Unused benefits lead to lapses. Members who never find out what they’ve paid for rarely renew.
- It saves admin. A clear pack answers the questions your volunteers or staff would otherwise field one by one.
What to include in a membership welcome pack
| Item | Why it matters |
|---|---|
| Welcome letter | A personal note from the chair, owner or coach that says “we’re glad you’re here” |
| Membership card | Proof of membership for entry, discounts and voting |
| Benefits summary | What members get, in plain words, with how to claim each |
| Getting started | The first two or three things to do - book a class, join the group chat, come to an event |
| Key dates | Upcoming events, fixtures, meetings and the renewal date |
| Contacts | Who to ask about what, and how to reach them |
| Rules or code of conduct | Expectations, kept short |
| A small gift (optional) | A sticker, a branded item or a member-only discount |
The membership card
The card is the part members use most. Make sure it shows:
- Your logo and colors.
- The member’s name and member number.
- Their membership type or tier.
- A valid-till or renewal date.
- A QR code or barcode if you check members in.
For more detail, see how to make QR code membership cards and, for clubs, club membership cards.
Printed, digital or both
| Printed pack | Digital pack | |
|---|---|---|
| Cost | Printing and postage | Almost nothing |
| Arrives | Days later | The moment they join |
| Membership card | Plastic, reprinted on renewal | In the phone’s wallet, updates on renewal |
| Feels | Special, tangible | Instant, convenient |
A common mix: send the digital pack and wallet card instantly, and post a small printed welcome for premium or life members.
A welcome timeline
Day 0: the welcome
The welcome email with the pack and an “Add to Wallet” button for the card.
Week 1: the check-in
A short note: “Have you booked your first session?” or “Here’s how to join the group chat.”
Month 1: the first event
An invitation to an event or a highlight of a benefit they haven’t used yet.
Before renewal
A reminder a few weeks ahead, with what they’ve enjoyed this year.
Ideas by type of organization
- Gyms and studios: class timetable, how to book, a free guest pass, and the check-in card.
- Sports clubs: fixture list, training times, kit details, volunteer roles.
- Associations: member directory access, events calendar, voting rights, member discounts.
- Museums and venues: opening hours, member perks, guest policy, members’ events.
Frequently asked questions
What is a membership welcome pack?+
A membership welcome pack is what a new member receives when they join: a welcome message, their membership card, an explanation of their benefits and how to use them, key dates, and who to contact. It can be printed, digital or both.
What should a membership welcome pack include?+
At minimum: a welcome letter, the membership card, a summary of benefits, how to access them, upcoming dates, and contact details. Many organizations add a code of conduct, a member handbook and a small gift.
Should a welcome pack be printed or digital?+
Digital is cheaper and arrives instantly; printed feels more special. Many organizations send a digital pack the moment someone joins, with the membership card in their phone’s wallet, and post a small printed piece for premium tiers.
When should a welcome pack be sent?+
Immediately after joining - the moment interest is highest. Follow it with a short check-in in the first week and a reminder of upcoming events in the first month.
Can the membership card be in Apple Wallet or Google Wallet?+
Yes. A digital membership card can be added to Apple Wallet or Google Wallet from the welcome email, shows the member’s name, number and expiry, and updates when they renew.
Sources
Apple’s newer developer pages load dynamically, so where a number comes from Apple it is taken from its Wallet Developer Guide and support pages. If Apple’s or Google’s current documentation differs, follow theirs.
- Apple: Wallet Developer Guide, Pass Design and Creation
- Apple: Wallet Developer Guide, Updating Passes
- Google: Google Wallet generic passes
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