Organizer’s email tool can be used to communicate directly with supporters and community members in your account once you have a verified email domain and a payment method on file. Email can be an effective channel for sharing information, driving participation, reinforcing key dates, and moving supporters to take action.
The templates below are designed to support a range of organizing and advocacy efforts, including voter participation campaigns, issue advocacy, petition drives, public comment efforts, volunteer recruitment, event turnout, and other community engagement work. These drafts are intended to be adapted to the needs of a specific campaign, audience, and timeline.
Questions to Consider
When drafting an email campaign, you should start by identifying the goal of the message. Consider the following questions:
- What action do you want supporters or community members to take?
- What is the clearest and simplest way to explain that action?
- What key date, deadline, or milestone should be featured?
- What information do supporters need in order to follow through?
- Is this email intended to persuade, inform, remind, or mobilize?
In most cases, campaign emails are strongest when they are focused on a single purpose, include a clear call to action, and make it easy for recipients to understand what to do next.
General Email Writing Guidance
When building an email campaign, consider the following best practices:
- Lead with the purpose of the email early in the message
- Keep the call to action clear and easy to find
- Repeat key dates and deadlines where relevant
- Use language that is specific to the audience and community
- Include only the information supporters need in order to take the next step
- Test subject lines, formatting, and links before sending
- Where possible, send from a name and email address that will be recognizable to recipients
You should also consider the stage of the campaign. Early emails may focus on context and awareness, while later emails may focus on urgency, logistics, and turnout.
Suggested Fields to Customize
You may find it useful to identify the following before drafting:
[Organization Name]
[Campaign Name]
[Issue / Election / Decision]
[Audience]
[Primary Call to Action]
[Key Date or Deadline]
[Participation Window]
[Location or Link]
[What to Bring or Prepare]
[Contact Information]
[Reason This Matters]
Template 1: Campaign Kickoff Email
Suggested use: Introduce the campaign, explain why it matters, and direct recipients to an initial action step.
Subject: Your voice can help shape what happens next
Dear [Supporters / Community Members],
In the coming weeks, our community will have an important opportunity to take action around [issue / election / decision]. What happens next could shape [our schools / our neighborhood / our community / this issue area] in meaningful ways.
That is why we are asking supporters and community members to get informed and make a plan to participate.
This campaign is focused on helping our community stay engaged and ready to act. Whether that means [registering / signing a petition / attending a meeting / making a plan to vote / submitting a public comment], your participation matters.
Here is the first step:
[Insert first action step and link]
Key dates:
[Date]
[Date]
[Date]
We will be sharing more information soon. Thank you for being part of this effort.
Sincerely,
[Name]
[Title / Organization]
Template 2: How to Participate Email
Suggested use: Explain the process for taking action and reduce uncertainty by breaking the action into steps.
Subject: How to [register / get involved / take action] before [date]
Dear [Supporters / Community Members],
The deadline to [register / sign up / take action / participate] for [campaign or event] is coming up on [date].
Here is how to take part:
Step 1: Go to [link] to [check your status / get information / begin the process].
Step 2: [Complete the form / update your information / sign up / confirm your details].
Step 3: [Confirm your plan / find your location / review event details / complete the final step].
If you have questions, please contact [contact information].
Sharing this information with others in your network can also help strengthen participation across the community.
Please take action by [deadline].
Sincerely,
[Name]
[Title / Organization]
Template 3: Early Participation Email
Suggested use: Announce the opening of an early action period, such as early voting, event registration, pledge collection, public comment, or RSVP outreach.
Subject: [Early voting / registration / public comment / sign-up] starts today
Dear [Supporters / Community Members],
[Early voting / advance participation / the action window] opens today and runs through [end date].
If you are able to participate early, this is a good opportunity to take action now rather than waiting until the final day.
Here is what you need to know:
When: [Dates and hours]
Where: [Location or link]
What to bring or prepare: [ID / confirmation / materials / information]
Why it matters: [Short explanation]
This is an important opportunity for our community to take part in [issue / election / decision]. We hope you will make a plan to participate this week.
Sincerely,
[Name]
[Title / Organization]
Template 4: Final Reminder Before Deadline
Suggested use: Create urgency in the final days before a participation window closes.
Subject: Last few days to [vote / participate / take action]
Dear [Supporters / Community Members],
There are only a few days left to [vote early / register / submit your response / sign up / participate] before [deadline].
If you have already taken part, thank you. If you have not, there is still time.
Here is what you need to know:
Deadline: [Date]
Location or link: [Link]
What to bring or prepare: [Relevant information]
Final action date: [Date]
This matters because [brief statement of stakes]. Our community deserves a strong voice in the decisions that affect us.
Please do not wait until the last minute.
Sincerely,
[Name]
[Title / Organization]
Template 5: Day-Before Reminder
Suggested use: Remind recipients of the key logistics one day before Election Day, an event, a hearing, or another final action point.
Subject: Tomorrow is [Election Day / the deadline / the final day to act]
Dear [Supporters / Community Members],
Tomorrow is [Election Day / the deadline / the final day to act] for [campaign or issue].
Here is what you need to know:
When: [Date and hours]
Where: [Polling place / event location / website / office]
What to bring: [ID / confirmation / materials / documents]
Support contact: [Contact information]
What is at stake: [Brief explanation]
This is an important moment for our community. We hope to see strong participation tomorrow.
Sincerely,
[Name]
[Title / Organization]
Template 6: Action Day Email
Suggested use: Send on the day of the action itself to drive turnout or completion.
Subject: Today is the day. Please [vote / take action / show up]
Dear [Supporters / Community Members],
Today is [Election Day / the final day to participate / action day] for [campaign or issue].
There is still time to take part.
Here is what you need to know:
Hours: [Time range]
Location: [Link or address]
What to bring: [ID / materials / documents]
Support contact: [Contact information]
Today’s participation will help shape [our community / our schools / our future / this decision]. Your voice matters, and today is your opportunity to use it.
Thank you for being part of this effort.
Sincerely,
[Name]
[Title / Organization]
Template 7: Why This Campaign Matters
Suggested use: Provide context, explain the stakes, and help supporters understand why participation matters.
Subject: Why this campaign matters
Dear [Supporters / Community Members],
In the coming weeks, our community will have a chance to influence [issue / election / decision]. The outcome will affect [students / neighbors / public services / local policy / community priorities / local leadership].
The people making this decision will have influence over issues such as:
[Budget and resources]
[Leadership and accountability]
[Policies and programs]
[Long-term direction]
That is why participation matters.
Here is what you can do right now:
[Check your registration / learn more / sign up / review the issue]
[Share information with others]
[Make a plan to participate by the key date]
Important dates:
[Date]
[Date]
[Date]
This campaign is about making sure our community shows up and has a voice in the decisions that affect us.
Sincerely,
[Name]
[Title / Organization]
Optional Subject Line Variations
You may want to test multiple subject lines depending on the purpose of the email and the intended audience.
Kickoff
- Your voice matters in what comes next
- An important community decision is ahead
- Help make sure our community is heard
How to participate
- How to get involved before [date]
- What you need to do before [deadline]
- A quick guide to taking part
Early action
- [Early voting / registration / sign-up] starts today
- You can take action starting today
- Do not wait until the final day
Final reminder
- There is still time to take part
- Last chance to [vote / act / participate]
- A few days left to make your voice heard
Day-before reminder
- Tomorrow is the deadline
- Tomorrow is the day
- Everything you need for tomorrow
Action day
- Today is the day
- Please take action today
- Your voice matters today
Resources
View the Organizing and Advocacy Playbook as a PDF
Background Information
Advocacy Action Plan Phase-Learning
Advocacy Action Plan Phase-Planning
Advocacy Action Plan Phase-Implementation
Advocacy Action Plan Phase-Execution
Advocacy Action Plan Phase-Reflection