R-011 · A 90-day try-out

A club plan for Rotary Purpose Letter Writing Exercise

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: R-011 · Rotary Purpose Letter Writing Exercise
Theme: Theme 3: Retention & Member Support · Subtheme 1: Member Renewal & Purpose
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 member renewal and purpose, accessibility, privacy, safety and responsible governance; they are not an endorsement of the named Rotary Purpose Letter Writing Exercise, a finding that it suits any club or approval of its local design.

Primary references consulted

Club experience - the key to member satisfaction (Rotary International - Rotary 360)
Used for: Rotary's member survey connected satisfaction and retention with service, friendship, meeting enjoyment, confidence in leadership and an inclusive club experience.
Rotary Clubs (Rotary International)
Used for: Rotary clubs combine service, friendship, diversity, integrity and leadership, and may support online participation for people affected by schedules, mobility or distance.
Enhancing Belonging and Engagement at Rotary (Rotary International)
Used for: Rotary identifies belonging, respect, accessibility and equitable access to opportunities, networks and support as central to participation and thriving.
Volunteers - WHS duties (Safe Work Australia)
Used for: Volunteer activities can create work-health-and-safety duties depending on the organisation and work, so local responsibilities and risks need to be checked rather than assumed.

Candidate District material

No candidate local guide was used for this version. The current initiative identity and the attributed primary references remain separate.

Theme 3 source-assurance wave

What has been checked

4 current primary pages used by this guide were reopened on 9 August 2026.
4 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

Club experience - the key to member satisfaction
Supports: Evidence-informed prompts for discussing member satisfaction, expectations, service, friendship, leadership confidence, conflict and club experience.
Does not establish: Current District 9510 results, a diagnosis of a particular club, causation, an individual member's reasons or that the 2022 survey findings remain unchanged.
Rotary Clubs
Supports: Rotary participation context and the value of service, connection, integrity, leadership and accessible participation in the member experience.
Does not establish: Why a person joined, stayed or left, what support they want, whether a club meets their needs or approval of a named initiative.
Enhancing Belonging and Engagement at Rotary
Supports: Belonging, accessibility, respectful participation and equitable access principles for retention and member support.
Does not establish: That a particular support pathway, meeting format, relationship or club culture is inclusive without testing with affected people.
Volunteers - WHS duties
Supports: The need to identify the organisation's actual WHS position and manage volunteer physical and psychological safety proportionately.
Does not establish: Whether WHS law applies to a particular club, who holds a duty, which jurisdictional rule applies or whether a proposed control is sufficient.

What still needs a person to confirm

Confirm person-led consent, privacy, scope and referral boundaries before the club collects personal information or offers support.
Confirm which incorporated-association, charity, work health and safety, privacy, safeguarding and other duties apply to the club and this local design.
Test accessibility, belonging and participation with affected members rather than inferring suitability from the guide.
Confirm every local fact, starting point, measure, owner, current service contact and stopping condition before the club decides to proceed.
Resolve any candidate District-source provenance and approval decision without treating the candidate as controlled authority.

The source-verification release gate remains closed.

Checks still on hold

The Theme 3 index establishes this current code and title. The placeholder-heavy Theme 3 candidate files remain quarantined and have not been used as delivery evidence for this draft.
No newly added or publicly writable Drive material has been used in this record. Existing Drive candidates remain attributed, unapproved and held from controlled-source status until integrity, ownership, crosswalk and human approval are resolved.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: letters remain private unless the writer explicitly authorises sharing.
Formal human review has not started. Rotary Purpose Letter Writing Exercise remains an internal initiative-specific draft until the full corpus reaches the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.

1. Is this worth trying here?

What we hope will change: Use Rotary Purpose Letter Writing Exercise to help members renew their sense of purpose and choose a meaningful next contribution.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for Rotary Purpose Letter Writing Exercise
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Write a decision brief for Rotary Purpose Letter Writing Exercise: define what optional promise or question the writer wants to revisit, the evidence already held, people affected, local authority, fixed constraints, success signals and stop conditions.	Member-experience lead and club president	Week one	An approved decision and boundary brief
2	Invite voluntary reflection in more than one format, explain that sharing is optional, and let each member choose what remains private, what may be discussed and what action they want.	Member-experience lead and club president with the access and privacy contacts	Weeks one and two	A participant, access and information-handling plan
3	Build and test a private letter-writing exercise addressed to a future self or club; use the Purpose Letter Envelope and Return Log, rehearse the boundary wording, check materials and confirm who can decide, refer, pause or close the activity.	Trained conversation host	Before the trial	A tested purpose letter envelope and return log and delivery pack
4	Use quiet reflection before conversation, keep interpretation with the member, offer a pause or exit, and connect any chosen action to a real club opportunity rather than a vague promise. Capture only the evidence needed to judge whether the trial achieved its stated aim: help members express purpose and hope without needing immediate public discussion.	Trained conversation host	Weeks three to eight	A controlled activity and evidence record
5	Analyse the evidence against the starting point, validate meaning with the people involved, record exceptions and unintended effects, and prepare a member-controlled letter and scheduled return choice without overstating what the trial proves.	Trained conversation host and an independent reviewer	Within seven days of the trial	A member-controlled letter and scheduled return choice
6	Make and record the authorised continue, adapt, refer, scale or stop decision for Rotary Purpose Letter Writing Exercise; explain the reasons, complete every action or referral, close unnecessary records and schedule the 90-day follow-up.	Member-chosen action partner	By day 90	A published response, closed action register and next-step decision

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the idea with the people affected and confirm its purpose, owner and practical limits before putting it into use.
Use only the personal information needed. Agree who will handle routine care and who should be contacted if a serious concern arises.
The club proceeds with Rotary Purpose Letter Writing Exercise without respecting this boundary: letters remain private unless the writer explicitly authorises sharing. — Name the boundary in the brief and participant information, give the delivery lead stop authority and move any excluded matter to its responsible process.
Reflection becomes a loyalty test or a public performance of purpose. — Make participation and sharing voluntary, use private options and accept pause or exit as valid outcomes.
The club offers an inspiring idea without a real role, time limit or support. — Match only to verified opportunities and record workload, authority, support and a review date.
A facilitator drifts into counselling or interprets a member's life for them. — Use bounded prompts, let the member make meaning and refer wellbeing or professional matters to appropriate services.
The Theme 3 index establishes this current code and title. The placeholder-heavy Theme 3 candidate files remain quarantined and have not been used as delivery evidence for this draft.
No newly added or publicly writable Drive material has been used in this record. Existing Drive candidates remain attributed, unapproved and held from controlled-source status until integrity, ownership, crosswalk and human approval are resolved.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: letters remain private unless the writer explicitly authorises sharing.
Formal human review has not started. Rotary Purpose Letter Writing Exercise remains an internal initiative-specific draft until the full corpus reaches the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
After 90 days, review Rotary Purpose Letter Writing Exercise. Look for members choosing a renewed contribution, receiving the support they requested and reviewing whether it remains meaningful.
Rotary Purpose Letter Writing Exercise produces a member-controlled letter and scheduled return choice by the promised decision date, with evidence limitations and any participation gaps stated.
Members can name a meaningful next step, a deliberate pause or no change without pressure or penalty.
Every accepted next step has a realistic owner, workload, support and review date.
Sensitive disclosures, attendance judgements and unsupported promises stay outside the reflection record.

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it 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.

Rotary Purpose Letter Writing Exercise Purpose and Consent Brief

Set a voluntary, non-evaluative purpose and clear boundaries.

Open supporting document

Rotary Purpose Letter Writing Exercise Reflection Guide

Help a member consider service, friendship, learning and life fit at their own pace.

Open supporting document

Rotary Purpose Letter Writing Exercise Host Conversation Guide

Support a respectful conversation without coaching beyond competence.

Open supporting document

Rotary Purpose Letter Writing Exercise Opportunity Fit Card

Compare a chosen next step with actual capacity and support.

Open supporting document

Rotary Purpose Letter Writing Exercise Member-Chosen Action Plan

Turn an optional choice into a small supported action.

Open supporting document

Rotary Purpose Letter Writing Exercise Support and Referral Map

Keep personal or professional support outside the club's competence.

Open supporting document

Rotary Purpose Letter Writing Exercise 90-Day Reflection and Close-Out

Review whether the member's chosen path helped and close records appropriately.

Open supporting document

Purpose Letter Envelope and Return Log

Protect private letters and return them as promised

Open supporting document

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Check-in guide

Use this worksheet to hear what people experienced and decide what to change next.

Open worksheet

Support action tracker

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet

Who to contact and when

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet