For most PTAs, newsletters are the most comprehensive communication vehicle that the group shares with its many audiences. A newsletter, whether print or electronic, contains several short articles and graphics that bulletin important information for a specific group of recipients. While most PTA units produce a newsletter publication, PTAs that cannot or do not wish to produce their own may be able to contribute to their school’s newsletter.

Because a newsletter is the main means of communication for many PTAs, it is a good idea to define your audience as broadly as is practical. Generally speaking, you will want to include the following groups: PTA members, school teachers and staff, all parents and caregivers (including nonmembers), school superintendent and school board members.

Print Newsletters vs. Electronic Newsletters

In an increasingly digital world, you may find that many of your members are accustomed to online communication, while other members may prefer a physical print newsletter. Surveying your members to get a sense of your unit’s preference will help ensure that your members actually read your publication.

Regardless of the format (or combination of formats) you choose to produce, here are a few things to think about:

  • Cost: When publishing a print newsletter, there will be additional costs to produce and distribute the publication. Paper, printing and postage costs may also increase depending on the size of each newsletter and the size of the audience who will receive it. When selecting to produce an e-newsletter, printing and mailing costs do not apply (though many e-newsletter companies charge by the email address). However, there are many e-newsletter companies who do not charge for their services and others who charge a nominal amount (e.g. Benchmark emailing service). You can always design a print newsletter, take a picture and then email it to your recipients.
  • Time and Skill Levels: Print newsletters can be easily designed in word processing programs that are user-friendly and already used by many members in their day-to-day lives. While most free e-newsletter publication sites are intended for tech-novices, the editor should consider technical skill limitations that may compromise the quality of the publication or consume an excessive amount of time.
  • Tracking: Once you send the print newsletter, you have no information on who has received it, who opened it or how long the person read it. E-newsletter services have tools in place to see this information, including the open rate (how many people open the email), click rate (how many people click links in the email) and bounce rate (how many emails did not reach the intended inbox).

Article Assignment

Once you have determined the format of your newsletter, a good next step is to develop a general outline for the school year. After you have established an outline, you can pencil in people to write articles. It is normally a good idea to have a person write the article who is directly involved with or interested in a particular topic or event. When assigning articles, you should ensure that the person has the time and is willing to do it, and you should provide them with:

  • the length of the article needed, usually given in number of words
  • the deadline for submitting the final article
  • the general focus the article should take

You should follow up with the author before the deadline to ensure the article is on track for completion. If the right person does not have the time or writing skills to do the article, try to set up an interview to get the important details to write the article.