8 Different Types of Alumni Messages & How to Write Them

Summary:

• Alumni outreach messaging can help strengthen the bonds between your school and former students. Send out intentional messages with specific goals and steps to get results.
• Donation appeals, mentorship opportunities, feedback requests, and networking messages inspire alumni to give back, take action, or get involved.
• Event invites, thank-you letters, holiday greetings, and alumni success stories can help maintain long-term relationships with alumni and show them the impact of their support.
• Your school’s alumni are diverse. Consider the audience for each message and personalize different elements to get more responses.
• Most alumni-related messages can be repurposed for use in other content. Short highlights make great social media posts, while events and news can be included in newsletters

Your alumni are a potential source of school support you can’t afford to overlook. Knowing when to make contact and how to engage them can be challenging—but using these tried and true methods can help.

In this guide, we show you 8 of the most essential alumni messages and teach you how to write them in a tone and style that cuts through the noise. A well-written email can help you grow your alumni support club, ask for donations, or share important school news, so keep reading to learn how to keep your former students coming back for more.

How to set goals for messaging so you can write with intention

Messaging alumni is a bit like knocking on a friend’s door. When you have a good reason to be there, they’re more likely to greet you with a smile. Show up out of nowhere with demands and it could strain your relationship.

Before you start writing, take a moment to consider why you’re reaching out. What’s your goal?

Do you want to:

• Build relationships
• Show your gratitude
• Celebrate an achievement
• Ask for financial support
• Ask for an update
• Share important news
• Spread the word about an event
• Make alumni feel special and appreciated
• Celebrate a holiday, like Christmas or New Year’s

These are all great examples, but it’s okay if your reason isn’t on this list. The point is to have a clear intention and purpose for sending a message instead of sending out random emails.

The key elements of every effective alumni message

You can customize almost any alumni message template to better fit your needs. No matter what changes you make, try to ensure that every message contains:

• A personalized greeting (name, address, role).
• A clear purpose for sending the message.
• A call-to-action (this is your pitch or “the ask”) with a clickable link.
• Your contact information—or contact info for an event/campaign leader.

Clickable links to resources, like sign-up campaigns or your FutureFund campaign page, are also useful and should be included in most messages.

How to use the templates in this article

To make messaging easier for you, we included a link to a customizable alumni messaging template under each section below. Follow these steps to create your own editable version, change the details, and download it:

• Click on the link to the template
• Click File
• Click Make a copy (our template is view-only)
• Rename the copy (i.e., Spruce Elementary 2024 Alumni Thank-You Letter)
• Fill in the blanks of your new copy, like [School Name], with your own details
• When you’ve finished, click File > Download and choose your preferred format.

8 downloadable alumni message templates for schools

Say goodbye to writer’s block and make outreach more effective with these eight free alumni messaging templates from our fundraising experts! Adjust the phrasing and switch out placeholders with your own information to start communicating like a pro from day one.

1. Donation Appeals

A donation appeal is a direct request for financial help, typically in support of a specific project, cause, or giving-related event, like Giving Tuesday. You want to be direct but ask for help in a way that doesn’t feel pushy or overly salesy.

Donation appeals should include:

• A relatable story, anecdote, or reminder that ties into your campaign.
• A clear explanation of why you need the money—and how you’ll use it
• Instructions outlining how alumni can contribute (e.g, in-person or online donations)
• A call to action (pitch) with a clickable link.

Click here to download our donation appeal template.

2. Event Invites

Event invites serve a dual purpose: they inform alumni about upcoming events and encourage participation. This type of messaging can help you get the word out about high school reunions, networking nights, homecoming celebrations, and fundraisers.

Event invites should include:

• An image, poster, or flyer advertising your event, if relevant.
• The date, time, location, and purpose.
• A compelling reason to attend (e.g., networking).
• A detailed outline of how to RSVP or register for the event.
• A link to your FutureFund store and our Turnstille app, if you plan to sell tickets.
• The name and contact info for any relevant event leaders.

Click here to download our event invite template.

 3. Thank You Letters

Thank you letters are SO important. Alumni who contribute to school causes want to feel valued and appreciated for their efforts. A well-written message with their name on it is a great way to show your gratitude.

Thank you letters should include:

• A heartfelt expression of gratitude—this includes saying “thank you.” 
• An acknowledgment of what the recipient did (e.g., made a donation).
• An explanation of how they made an impact. (e.g., helped buy library books).
• A reminder of other opportunities to give back or get involved (e.g., mentorships).
• A link to your school website or FutureFund campaign page.

Click here to download our alumni thank you letter template.

4. Holiday & Season’s Greetings

Holiday greetings and other similar messages should focus on connection first and fundraising goals second. It’s okay to include a relevant donation appeal, but you’ll get better results if it doesn’t come across like that was the only reason for your message.

Holiday and season’s greetings should include:

• A heartfelt message that tells alumni you’re thinking about them.
• A brief reflection on last year’s milestones or shared experiences.
• A genuine expression of gratitude for all their support over the past year.
• An optional mention of important events or holiday-related fundraisers.

Click here to download our alumni holiday greeting template.

5. Mentorship Opportunities

Mentorship messages give graduates the opportunity to give back in a more hands-on way: direct partnerships with high school students. Mentors can help students start networking, develop important life skills, explore different careers and more.

Mentorship messages should include:

• A detailed explanation of the mentorship program.
• An outline of how the program benefits mentors and mentees.
• Any rules or stipulations (e.g, criminal record check)
• A clear explanation of expectations (e.g, time commitments or dates)
• Instructions for how to register or join the program.
• A clear call to action with a clickable sign-up link.

Click here to download our alumni mentorship program template.

6. Surveys & Feedback Requests

Surveys and requests for feedback are almost as important as thank-you messages. Alumni can be a valuable source of insight into almost any school-related topic: upcoming events, fundraising campaigns, teaching methods, curriculum changes, facility upgrades, and more.

Surveys and feedback requests should include:

• An acknowledgment of their role and importance (e.g, “as a valued alumni,”)
• A clear purpose for the request—what’s the topic, and why do you want to know?
• A sentence or two outlining how the information will be used.
• A statement of how giving their opinion will help.
• Detailed instructions (e.g., fill out a form, send an email, send a letter).
• A call to action with a clickable link to any relevant forms or surveys.

Click here to download our alumni feedback request template.

7. Career & Networking Opportunities

Career and networking opportunities directly benefit alums by inviting them to take part in events that help build their personal network, find mentors, or land jobs. If you’re trying to connect with recent graduates or college students, this is a great way to reach them.

Career and networking opportunities should include:

• A detailed overview of the opportunity or event.
• An outline of how participating will benefit alumni.
• A list of dates, times, locations, and RSVP deadlines, if relevant.
• Instructions for registering their place or taking the next step.
• A call-to-action with a clickable link to your signup form or more info.

Click here to download our alumni networking opportunity template.

8. Alumni spotlights and success stories

Alums love to be recognized for their achievements! Celebrating their successes by sending out a message makes graduates feel good and shows how serious your school is about helping students reach their full potential. It can also help get alumni more exposure!

Alumni success stories should include:

• An introduction to the alumni in question—name, industry, field, etc.
• An overview of their professional achievements and impact.
• A story about their career journey and the role your school played in it.
• A call to action with a clickable link inviting alumni to share their stories.

Click here to download our alumni success story template.

How to strike the right tone in every message

Alums share a history with your school, but they aren’t all the same. A college graduate will have very different motivations and priorities than a retiree or industry expert. That’s why we strongly recommend segmenting (separating) alumni into groups according to their shared characteristics before you send out a message.

The tone you use in your messaging can—and should—also vary when you’re talking to different alumni subgroups. For example:

• If you’re messaging recent graduates, keep it conversational and high-energy. Tap into their remaining enthusiasm and hope for the future.
• If you’re messaging post-college graduates, maintain a slightly more professional tone, but include warm memories of their time at school. Tap into their love of networking and desire to move up the career ladder.
• If you’re messaging mid-career professionals, keep your tone slightly more formal, but avoid feeling corporate or cold. Many are looking for ways to give back.
• If you’re messaging retirees, keep it formal and polished, but emphasize nostalgia and fond memories. Tap into their desire to give back and leave a legacy.

Above all else, be honest, straightforward, and clear—that’s what builds trust and gives people the confidence to get involved.

Tips to personalize your alumni messages

Sending out a boiler-plated message to everyone might seem easier, but recipients are much more likely to ignore it. Personalizing your subject line or greeting instantly tells recipients they’re more than just a number.

Including a name, role, or some other reminder of their time at your school is the easiest way to add that personal touch. You can work it into the subject line or your greeting—experiment with both options to see what works best. 

Subject line examples:

• John, You Made a Difference—Thank You!
• Rachel, See How Your 1992 Alumni Are Making Waves.
• Throwback to Mrs. MacLean’s Drama Class—Still Remember This?
• Big News from Rydell High’s Wildcats—Don’t Miss This Event!
• Doctor Smith, See How Your Rydell High Legacy Lives On. 

Greeting examples:

• Hi, John!
• Sherry,
• Dr. Smith,
• Professor Jane Smith,

If you’re sending messages by snail mail, too, make sure to include the name of each recipient on the envelope—[School Name Alumni] just isn’t really enough.

How to test and tweak messages to get better results

Nailing the phrasing and identifying the right alums to message is just the first step! To succeed, you should test and tweak your messaging over time. Keep a close eye on how often alums engage with the messages you send and follow through by taking action.

FutureFund’s built-in messaging system helps you spot communication gaps by showing you how many people open your email, click the links inside, or unsubscribe. We’ll also let you know when people donate so it’s easier to link alumni messaging to fundraising campaigns.

As a general rule, aim to convince at least 30% of your recipients to open your email. Expect another 5-10% to follow through and take action. Follow-up messages can help draw people in if you don’t catch them the first time around.

If you aren’t getting great results, try experimenting with different subject lines or striking a different tone. Or, ask alumni for feedback—then use that information to target messaging.

Repurposing your content across multiple platforms

Alumni messaging can be a fantastic source of content for other platforms, like social media and your school website. A success story, for example, can easily be repurposed into a social media post to draw more attention to a former student with minimal changes.

Here’s how to adjust message content for different platforms:

• Social Media: Keep it concise and to the point. Include images.
• Newsletters: Include a mix of updates, stories, news, highlights, and CTAs.
• Blogs: Expand highlights and news into well-thought-out stories or recaps.

Social media is a particularly powerful channel for schools because parents, students, and alumni can all follow along in the same place. You should include it in your strategy!

FutureFund makes alumni networking easier for volunteers

At FutureFund, we understand how hard you work to help your school connect with alumni and other sources of support. Figuring out when to send a message and how to get your point across on your own can take time—that’s too precious to waste!

With our comprehensive platform, you can send alumni messages, launch an unlimited number of fundraising campaigns, and even sell tickets to alumni events right from the same intuitive platform. Plus, you get free access to templates, calendars, and guides that make your life easier so you can enjoy more free time doing what you love.

Get started with FutureFund for free.