Sample Administrator's Welcome to Project

Emailing Project Members: 
 
All Project Administrators should take over the sending emails to project members, as this is a fast and easy way to get involved and to start to build relationships.  By welcoming your project members to the project, informing them of new information about the project, and answering their questions, you will get to know your project better and make some good friends at the same time.  You don't have to be an expert to send emails or answer questions--we have lots of information and sample emails to help you as you learn.  Use the Administrator's Guide and Project Administrators' Tasks to find links to all the information you need. 
 
Personal Emails
  • The "Welcome" email is a personal email from the Project Administrator to the new project member (see below)
  • In addition to the bulk email notifying all project members of a new result or pedigree, you may want to send a personal email to advise a member that he has a new match in results or pedigrees.
  • You may want to send a personal email to encourage the member to upgrade if advisable or to provide a pedigree or earliest known ancestor.
  • You will get queries about the project, which will give you a way to open a dialogue that can help you recruit new members.
  • Your project members may have questions for you about their results.  (See Answering Queries for more information.) 
Welcoming new members   
The first contact is often the most important for setting the tone of your interaction with the project members.   You should be enthusiastic, knowledgeable, and helpful.
Use the automatic Welcome tool at FTDNA
FTDNA has made it easy for Project Administrators to automatically send a Welcome Email to every new project member.  Here's how to set it up:
  • On your project's GAP at FTDNA, click on "Welcome Email" under the link "Project Administration" in the dark blue bar across the top of the page. 
  • Fill in the Subject and Body of the Email.
  • Click "Save Email"
  • This email will be saved and automatically sent to new project members.
What to say in your Welcome Email
  • You may want to begin with the standard welcome message provided by Worldfamilies.net  Sample welcome email
  • Over time you will probably want to personalize the welcome message for your style and your project.
  • Inform members of the purpose of the project.  You may want to state the project objectives.  For example:
    “The Barton DNA Project is the first step in beginning to understand how Bartons everywhere are related.  Our goal is to identify every Barton family and find how they are genetically related”
  • Help project members become more informed about genetic genealogy.
  • Explain your Sponsorship Program, also sometimes called a "scholarship program" (if you are not familiar with the General Fund at FTDNA, you can learn more about it by going to the GAP for your project and clicking on the link:  "General Fund Status" in the right hand column.)  For more information about establishing a Scholarship Fund, see Sponsorship Program below.
  • Encourage new members to share their ancestral information, both at FTDNA and on the Project’s website.
  • Let them know how to submit their pedigree for this project and how the pedigree gets on the Patriarch page.
Here is a sample welcome email.  Feel free to use it or modify it as you wish. 
Welcome to the Surname Project! DNA testing is a great way to further your research - we hope it works well for you. Here are a few key things that you need to know:
 
There are a few key things that you need to know.
  • WEBSITE: http://www.worldfamilies.net/surnames/
    (Navigate to all pages of the project bar using the menu bar across the top of the page—You do not need to be registered or logged in to view any page of the project’s website.)

     
  • Project’s RESULTS Page : http://www.worldfamilies.net/surnames/ /results
    All project members’ results are posted here as they become available.
  • Project’s PATRIARCH Page: http://www.worldfamilies.net/surnames/ /pats
    We ask every project member to submit a pedigree for the Patriarchs’ Page so that members can correlate test results and paper trails. 

     
  • If you have not submitted a PEDIGREE for the Patriarchs’ page, you can send your pedigree for posting on the project’s Patriarchs’ Page by hitting “reply” and filling in this information:
    • Kit Number
       
    • Email address to be posted with pedigree:
       
    • Name, birthdate, birthplace, spouse of Earliest Known Ancestor
       
    • List each succeeding generation below, using only those four items of information (or substitute another item of information if missing an item)
  • Here are links to other information that will be useful to you: