Sample letter reminding member of the need to update data


  1. Find a proper time to remind the recipients the details about the meetings and appointments. You may also write them other reminders especially when urgently needed. The letter should be short, yet clear and contains all the details to avoid misunderstandings.
  2. Do not make unnecessary assumptions, explain immediately your point.
  3. Emphasize the urgency and the relevance of the matter.
  4. Call for an action.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

I am writing to inform you that the company is renewing all its memberships. You need to verify the data in your file and update any changes before the month ends. It includes the health care benefits that you wish to avail.

Please do this as soon as possible. The company will not be liable for any wrong data if you will not comply. For more questions and inquiries about this, please contact the employee helpline at 414-4444. We will address all your concerns.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -