Communications Guide
How to submit Troop communications and event announcements
Quick Contact
Email your communication requests to: communications@troop1128.org
Event Announcements & Changes
Guidelines for timing and managing event communications.
When to Submit
Submit event announcements at least one week in advance to give members enough notice.
Event Reminders
It's recommended to send a reminder 2-3 days before the event to maximize attendance.
Last-Minute Changes
For cancellations or urgent changes, email communications@troop1128.org immediately.
Email Templates
Use these templates as a starting point for your Troop communications.
Eagle Project Announcement Template
Subject: Eagle Project Volunteer Opportunity – [Scout's Name]
Hello Troop 1128 Scouts and Scouters!
My name is [Scout's Name], and my Eagle project will take place on [Project Date]. The project will be at [Location], where we will be working on [Brief Project Description]. Your help would be greatly appreciated!
Project Details
- What: [Detailed description of the project, including tasks to be completed]
- When: [Day, Date, Time]
- Where: [Location Address, Parking/Meeting Instructions, Any Notes on Access]
- What to Bring:
- Gloves
- Comfortable, weather-appropriate clothing and sturdy shoes
- Tools (if you have them): [List of tools needed, such as pruners, rakes, etc.]
Food & Refreshments: [Include if meals/snacks will be provided]
Sign-Up Link: [Insert Sign-Up Link]
Thank you in advance for your support!
YIS,
[Scout's Name]
[Scout's Email]
General Troop Event Announcement Template
Subject: [Event Name] – [Date]
Hello Troop 1128 Scouts and Scouters,
We are excited to announce [Event Name] happening on [Date]! This is a great opportunity for [brief purpose of the event, e.g., skill-building, service, fun, etc.], and we hope you can join us.
Event Details
- What: [Brief description of the event, including key activities]
- When: [Day, Date, Time]
- Where: [Location, Address, Parking/Meeting Instructions]
- Who Can Attend: [Scouts, Parents, ASMs, Troop Adults, etc.]
- What to Bring:
- [List of required gear, clothing, or materials]
- [Any forms or waivers, if applicable]
Food & Refreshments: [If applicable, specify if meals or snacks will be provided]
Sign-Up Link: [Include link if volunteers or participants need to sign up]
If you have any questions, feel free to reach out to [Event Contact Person] at [Email/Phone].
Looking forward to seeing you there!
Yours in Scouting,
[Your Name]
[Your Role (if applicable)]
Communication Best Practices
Follow these tips to make your emails clear and effective.
How to Make Your Email Clear and Effective
- Keep it concise – Avoid long paragraphs. Get to the point quickly.
- Use bullet points – Makes key details easier to find and scan.
- Highlight important details – Bold dates, times, and locations so they stand out.
- Double-check links and attachments – Verify all URLs work and files are attached before submitting.
- Include all necessary information – Who, what, when, where, and why should all be answered.
- Proofread before sending – Check for typos and clarity before submitting to the Communications team.
Volunteer Opportunity
We're looking for volunteers! The Communications team is seeking additional members to help manage Troop emails. If you're interested in volunteering, please email communications@troop1128.org.
Urgent Matters
For urgent matters that cannot wait for the normal communication process, please contact the Committee Chair at committeechair@troop1128.org.