Membership Resources

Capture interests, pathways and support needs.

District clearance requirement: before induction, the club must send the prospective member full legal name and date of birth to the District Secretary for review against the prohibited persons list. Induction should not proceed until clearance is confirmed.

Plan a meaningful first service experience.

Record consistent and useful conversations at 30, 60 and 90 days.

Ready-to-use wording for early connection. Replace the bracketed placeholders with your club and member details.

President welcome note

Dear [Name], welcome to the Rotary Club of [Club Name]. We are delighted you have chosen to join a community committed to service, friendship, leadership and positive impact. The first 90 days are about connection, confidence and finding your place. We look forward to walking this journey with you.

Welcome email

Subject: Welcome to Rotary Your mentor is [Name]. Your next opportunities are [meeting], [project] and [social event]. Please ask questions at any time. We are delighted to welcome you.

Welcome SMS

Hi [Name] - welcome to Rotary! Your mentor is [Name] and we will see you at [event/meeting]. Reach out any time if you need anything.

Partner and family note

Rotary is strengthened by the support of partners and families. We welcome you at social activities, service projects and family-friendly club events.

Make the guide usable by every club.

Record candidate and sponsor details.

Before a prospective member is inducted, the club must send the prospective member full legal name and date of birth to the District Secretary for District approval against the prohibited persons list. Do not proceed to induction until District clearance or approval has been received.

Collect and send personal information with appropriate privacy care. Record the date sent and the date clearance or approval was received. If a concern is raised, pause induction and follow District guidance. Keep personal information confidential and share it only with officers who need it for this process.

Suggested email wording

Subject: Prospective member clearance - [Candidate Name] Dear District Secretary, Our club seeks clearance for prospective member [Full legal name], DOB [DD/MM/YYYY], prior to a proposed induction on [date]. Please confirm whether the candidate is approved to proceed with induction against the prohibited persons list. Regards, [Name], [Role], [Rotary Club]

Plan the ceremony minute by minute. Assign names before the meeting and check the room before members arrive.

Plan presenter, timing and materials.

Record mentor conversations, key actions and next meeting dates. This creates continuity and helps the Membership Committee identify support needs early.

Use this agreement at the first mentor meeting. It should be practical, simple and flexible. The purpose is to create a shared understanding, not a contract-heavy process.

Shared commitments

• We will respect confidentiality and discuss concerns constructively.
• We will be honest about availability and preferred communication style.
• We will review progress at 30, 60 and 90 days.
• We will ask for support if the mentoring match is not working.

Record mentor capacity, capture member interests and create practical matches based on availability, goals and shared connection points.

Track key actions across the journey. Mark completion and record follow-up.

Use this page at the Day 90 review. It helps the mentor, sponsor and Membership Chair agree whether the member is connected, clear and ready for the next participation pathway.

Complete this with the new member after 90 days. Use responses to improve onboarding for the next prospect.

Review the process, not just the person. A strong onboarding system should be easy for any club leader to run. Use this scorecard once or twice each year to improve the process.