Use “We Miss You” Card Campaign to offer former members a respectful way to reconnect without assuming that they want to rejoin.
Where this idea came from
Playbook entry
E-127 · “We Miss You” Card Campaign
Theme
Theme 2: Engagement & Belonging · Subtheme 8: Past Member Re-Engagement
Source material
Current playbook index title and category plus an internally authored detailed-guide draft
Initiative-specific development wave
How this draft was developed
These sources support general principles for voluntary Rotary reconnection and purpose-limited use of contact information; they are not an endorsement of the named “We Miss You” Card Campaign or authority to contact any former member.
Primary references consulted
Rotary Clubs(Rotary International) Used for: Rotary provides a voluntary route for people whose circumstances have changed to rejoin a former club or find another club.
Read the Australian Privacy Principles(Office of the Australian Information Commissioner) Used for: Where the Australian Privacy Principles apply, use of personal information for a secondary purpose and direct marketing require an applicable basis and relevant safeguards.
Chapter 6: APP 6 Use or Disclosure of Personal Information(Office of the Australian Information Commissioner) Used for: Personal information should not be reused or disclosed beyond the understood purpose without an applicable basis.
Candidate District material consulted
These records remain draft evidence and still need a human source decision.
Club Playbook - Theme 2 Candidate record 78 “We Miss You” Card Project provides the related handwritten-card, warmth, no-recruitment and social-invitation concept. It is not a literal current-title match and does not supply contact authority, exclusions, household privacy, response, no-pursuit or data-closeout controls.
Theme 2 source-assurance wave
What has been checked
3 current primary pages used by this guide were reopened on 9 August 2026.
3 attributed source claim(s) were mapped to their bounded use in this initiative.
Candidate District material remains separate and does not establish this result.
See each source's scope and limit
Rotary clubs Supports: The 12 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping. Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Read the Australian Privacy Principles Supports: The 2 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping. Does not establish: Whether the Privacy Act or another duty applies to this club, whether consent is informed and valid, whether collection or publication is authorised, or whether the proposed safeguards are sufficient in the actual circumstances.
Chapter 6: APP 6 Use or Disclosure of Personal Information Supports: The 21 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping. Does not establish: Whether the Privacy Act or another duty applies to this club, whether consent is informed and valid, whether collection or publication is authorised, or whether the proposed safeguards are sufficient in the actual circumstances.
What still needs a person to confirm
Confirm the member, prospective-member, past-member and community needs, preferences and consent that the local design assumes.
Confirm which privacy, safeguarding, incorporated-association, charity, work health and safety, food, liquor, copyright, licensing, screening and other duties apply to the club and the activity.
Test accessibility, cultural safety, belonging, language and alternative participation routes with affected people and recognise First Nations cultural authority rather than inferring suitability from the guide.
Confirm every local fact, starting point, cost, role, current service contact, measure, stopping condition and platform capability before the club decides to proceed.
Confirm the authority and current scope of each primary source, resolve login-gated or moved-page references and keep any candidate District material attributed and unapproved until its source decision is made.
The source-verification release gate remains closed.
Checks still on hold
The club must approve the contact purpose, privacy basis, eligible cohort, exclusions, message, response service and deletion controls.
No person may be contacted through an uncertain source, after a no-contact choice or where a complaint, safety matter or sensitive circumstance makes the approach unsuitable.
The card cannot seek membership, money, an explanation or publicity, and silence cannot trigger another approach.
The privacy obligations that apply to the club must be confirmed locally; this guide does not determine legal coverage or authorise contact.
Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.
Why a club might use this
It helps more people feel known, valued and able to take part in ways that work for them.
It may suit: Former or less-connected members, and the club members reaching out to them.
Use it when
Consider “We Miss You” Card Campaign when past members may value news, friendship or a limited service opportunity but have not been offered a suitable route back.
A small, verified contact group with a clear relationship to the club and no current no-contact, complaint, safety or legal restriction.
A brief handwritten or signed message that carries no membership form, donation request, promotional insert or assumption about the person's circumstances.
A club able to offer an easy no-contact response and close the contact record promptly when there is no reply.
Before the club starts
A board-approved contact purpose, eligibility rule, privacy assessment and exclusion process covering no-contact choices, complaints, safety matters and uncertain addresses.
A current address obtained through an authorised source, with the source, verification date and permitted use recorded without copying unrelated former-member data.
A plain message and neutral envelope reviewed for privacy, warmth, accessibility, cultural fit and freedom from recruitment, fundraising and membership pressure.
A named response contact, correction and no-contact pathway, secure fulfilment method and deadline for deleting working lists and undelivered-address notes.
Capacity guide
Likely cost
Low; mainly personal contact, event access and simple alumni communications.
Lead time
About three weeks to check records, prepare options and make first contact.
People
Three to five people, including a records contact, connector and relevant activity hosts.
A useful club conversation
Questions worth asking
Would this card still feel kind if the recipient never wanted contact from Rotary again?
What evidence allows us to use this address for this purpose, and what would make us exclude the person?
Can the recipient decline or remain silent without another contact attempt or social consequence?
Common traps
Trying “We Miss You” Card Campaign when Bulk use of an old membership list, skip tracing, contacting relatives, searching private addresses online or sending repeated cards after silence.
Proceeding with “We Miss You” Card Campaign when Resolving resignation disputes, complaints, safeguarding matters, unpaid accounts, bereavement, health or other sensitive circumstances through a card.
Volunteers keep copies, discuss recipients or follow up informally. — Limit fulfilment access, record only required status, prohibit side lists and informal outreach and complete witnessed disposal or deletion.
A practical 90-day path
Three milestones for “We Miss You” Card Campaign
When
What the club does
Evidence to keep
Days 1–30: Agree the local design
Approve the one-contact purpose, eligible cohort, exclusions, information source, response options and deletion date before any former-member details are assembled. Check each proposed recipient against current no-contact choices, complaints, safety restrictions, known sensitive circumstances and address reliability, and remove every uncertain entry.
A lawful and bounded contact brief A verified minimum contact list
Days 31–60: Run and adjust the first version
Draft one warm message that asks for nothing, gives no reason for the person's departure and offers an optional social or update route plus a clear no-contact choice. Prepare and check cards in a private workspace, keep recipient details away from public volunteers and record only dispatch, return and response status.
Approved card and envelope wording Accurate and confidential dispatch
Days 61–90: Review the evidence and decide
Respond according to the person's choice: no action, no further contact, correction, social information, club update or a private conversation with an appropriate contact. Close undelivered and no-response records without repeat pursuit, apply no-contact choices, delete working copies and review complaints, tone and response burden before any later cycle.
A respectful choice-led response A documented contact closeout
Fit it to the club you have
Small club
Use a handful of carefully checked cards signed by one known contact and do not let familiarity replace a no-contact and sensitive-circumstance check.
Larger club
Use a centrally controlled list, consistent exclusions, trained writers and a single response service so different teams do not contact the same person.
Regional or rural club
Protect privacy where handwriting, addresses and family links may be recognisable, and do not ask community contacts to reveal a former member's circumstances.
Metropolitan, hybrid or online club
Offer an email only where that channel and purpose are authorised; do not supplement a card with social-media searches, direct messages or automated remarketing.
Learn, adapt and know when to stop
Evidence worth keeping
Every dispatched card linked to an authorised source, current verification and completed exclusion check.
No-contact, correction and returned-mail choices completed within the published response time.
No repeated pursuit, recruitment, fundraising or sensitive inference arising from silence or a decline.
Change course when
An old or unauthorised address is used for a new contact purpose. — Confirm the source, permitted use and verification date, apply every exclusion and remove uncertain records rather than trying to repair them through third parties.
The message feels like pressure to rejoin, donate or explain a departure. — Use a short no-ask message, prohibit promotional inserts and give silence and no-contact equal standing with every positive response.
A card exposes a Rotary relationship or personal information to another household member. — Use a neutral envelope and minimal wording, avoid sensitive references and do not send where household or safety privacy is uncertain.
How to put it into practice
Detailed implementation steps for “We Miss You” Card Campaign
Step
Action
Suggested owner
Timing
Evidence or output
1
Approve the one-contact purpose, eligible cohort, exclusions, information source, response options and deletion date before any former-member details are assembled.
Club secretary and privacy contact
Six weeks before mailing
A lawful and bounded contact brief
2
Check each proposed recipient against current no-contact choices, complaints, safety restrictions, known sensitive circumstances and address reliability, and remove every uncertain entry.
Authorised records custodian
Five weeks before mailing
A verified minimum contact list
3
Draft one warm message that asks for nothing, gives no reason for the person's departure and offers an optional social or update route plus a clear no-contact choice.
Card editor and former-member liaison
Four weeks before mailing
Approved card and envelope wording
4
Prepare and check cards in a private workspace, keep recipient details away from public volunteers and record only dispatch, return and response status.
Authorised fulfilment pair
One week before mailing
Accurate and confidential dispatch
5
Respond according to the person's choice: no action, no further contact, correction, social information, club update or a private conversation with an appropriate contact.
Former-member liaison
Within five club days of a reply
A respectful choice-led response
6
Close undelivered and no-response records without repeat pursuit, apply no-contact choices, delete working copies and review complaints, tone and response burden before any later cycle.
Club secretary and board sponsor
Six weeks after mailing
A documented contact closeout
Controls and safeguards
Check the idea with the people affected and confirm its purpose, owner and practical limits before putting it into use.
Protect member choice and privacy, make participation accessible, and do not infer belonging or satisfaction from attendance alone.
An old or unauthorised address is used for a new contact purpose. — Confirm the source, permitted use and verification date, apply every exclusion and remove uncertain records rather than trying to repair them through third parties.
The message feels like pressure to rejoin, donate or explain a departure. — Use a short no-ask message, prohibit promotional inserts and give silence and no-contact equal standing with every positive response.
A card exposes a Rotary relationship or personal information to another household member. — Use a neutral envelope and minimal wording, avoid sensitive references and do not send where household or safety privacy is uncertain.
Volunteers keep copies, discuss recipients or follow up informally. — Limit fulfilment access, record only required status, prohibit side lists and informal outreach and complete witnessed disposal or deletion.
The club must approve the contact purpose, privacy basis, eligible cohort, exclusions, message, response service and deletion controls.
No person may be contacted through an uncertain source, after a no-contact choice or where a complaint, safety matter or sensitive circumstance makes the approach unsuitable.
The card cannot seek membership, money, an explanation or publicity, and silence cannot trigger another approach.
The privacy obligations that apply to the club must be confirmed locally; this guide does not determine legal coverage or authorise contact.
What to measure
After 90 days, review “We Miss You” Card Campaign. Look for respectful reconnections made with consent, chosen next steps and follow-up that honours people who decline further contact.
Every dispatched card linked to an authorised source, current verification and completed exclusion check.
No-contact, correction and returned-mail choices completed within the published response time.
No repeated pursuit, recruitment, fundraising or sensitive inference arising from silence or a decline.
Working contact lists, labels and undelivered-address notes deleted by the approved date.
Follow-up: At the 90-day review, compare the recorded measures with the starting point, resolve the listed governance holds and tell participants whether “We Miss You” Card Campaign will change, continue or stop.
Made for this initiative
Tailored supporting documents
These working documents use the decisions, safeguards and evidence needs of this initiative. Complete them with the people affected and keep the agreed version with the club's project record.
01
Former-Member Contact Authority and Exclusion Check
Decide whether each proposed card can be sent without reopening risk or disregarding a contact choice.
