HOW TO MAILor EMAIL ACCOUNTABILITY LETTERS
How to Prepare, Print, and Mail Letters:
- Download the respective MS Word letter you wish to send. Save it to your computer for future use.
- Always use plain paper. Do not use your business letterhead.
- Date the letter on the date in which it will be MAILED.
- Fill in the blanks only. Do not alter the BNI Letter in any other way. It has been approved by BNI attorneys.
- Always use the mailing address for the recipient found on their application, or in BNI Connect® if they are a member.
- Always sign the letters from “The Membership Committee”; never use an individual name.
- Save letter to your computer hard drive, referencing applicant or member name in document title.
- Print letter & insert into plain envelope. Write return address as follows:
...BNI Alabama
...3408 Wall Triana Hwy #6941
...Huntsville, AL 35813
- In all cases, at the time letter is mailed to the applicant/member, a copy of this letter must also be EMAILED to:
...Chapter Vice-President
...Chapter Director
...BNI North Alabama Regional Office ([email protected])
***Emailing letters is also appropriate unless the letter is to open a seat. Then, letter MUST be physically mailed!
***Prefer to email accountability letters from a non-personal email account?
...if your chapter doesn't have one already, open a Gmail account with an email address of "Leadership@ChapterNameBNIAlabama.com"
...To create this account, Google requires a real-looking account First & Last name. Enter a generic name, like "Sam Smith."
...Your Director and multiple chapter leaders MUST be given the account login, as well.
LETTERS FOR APPLICANTS ONLY
Letter #01 - Classification Conflict (sent to NEW MEMBER APPLICANTS only)
- This letter must be sent out equally to all APPLICANTS who are a CLASSIFICATION CONFLICT WITHIN THE CHAPTER.There are NO exceptions.
- DOWNLOAD ALL LETTERS
Letter #02 - Not a Good Fit (sent to NEW MEMBER APPLICANTS only)
- This letter must be sent out equally to all APPLICANTS who are deemed NOT A FIT FOR THE CHAPTER. There are NO exceptions.
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Letter #11 - Declining a RENEWAL (sent to RENEWING MEMBER APPLICANTS only)
- This letter must be sent out equally to all MEMBERS who are being DECLINED RENEWAL. There are NO exceptions.
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LETTERS FOR MEMBERS: ATTENDANCE
Letter #03 - Attendance Warning / 2nd Absence
**As of May 7, 2019, this letter is automatically emailed to members by BNI. Chapters no longer need to send it.
Letter #04 - Attendance Warning / 3rd Absence
**As of May 7, 2019, this letter is automatically emailed to members by BNI. Chapters no longer need to send it.
LETTERS FOR MEMBERS: PROBATION
Letter #05 - Probation: Code of Ethics Violation
- This letter must be sent out equally to all MEMBERS who are being placed on probation for a CODE OF ETHICS VIOLATION. There are NO exceptions.
- **This letter requires prior approval from Chapter Director!**
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Letter #06 - Probation: Policy Violation
- This letter must be sent out equally to all MEMBERS who are being placed on probation for a POLICY VIOLATION. There are NO exceptions.
- **This letter requires prior approval from Chapter Director!**
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Letter #07 - Probation: Lack of Participation
- This letter must be sent out equally to all MEMBERS who are being placed on probation for a LACK OF PARTICIPATION. There are NO exceptions.
- **This letter requires prior approval from Chapter Director!**
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Letter #08 - Probation: Timekeeping
- This letter must be sent out equally to all MEMBERS who are being placed on probation for TIMEKEEPING. There are NO exceptions.
- **This letter requires prior approval from Chapter Director!**
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Letter #09 - Probation: Disruptive Behavior
- This letter must be sent out equally to all MEMBERS who are being placed on probation for DISRUPTIVE BEHAVIOR. There are NO exceptions.
- **This letter requires prior approval from Chapter Director!**
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LETTER FOR MEMBERS: OPEN A SEAT
Letter #10 - Open Classification
4th Absence: Mail via Certified Mail - Accountability Letter #10(Open Classification Letter)
- This letter must be sent out equally to all MEMBERS who CLASSIFICATION IS BEING OPENED. There are NO exceptions.
- Must have BNI Director/Director Consultant approval before mailing
- This letter immediately opens classification for a new, qualified, reliable member
- DOWNLOAD ALL LETTERS