Communicating with Toastmasters organizations outside your club is almost as vital to your club's success as internal communication among your club's members. Submitting the necessary forms in a timely fashion ensures that your club is notified about all upcoming events and programs and that the right people in your club receive this notification.

Without doubt, the two most important items for your club to communicate are the Semi-Annual Membership Report and the Club and Officer Information Form.

Semi-Annual Membership Report

Simply put, the Semi-Annual Membership Report is what maintains your club's status in Toastmasters. Twice a year, members are asked to pay dues for the programs and materials sponsored by Toastmasters International. A portion of these fees is returned to the district to help offset the costs of administering area, division, and district-level activities. Sending in your club's Semi-Annual Membership Report is therefore a very important task both for your club and for the other clubs around you.

Every September and March, Toastmasters International will send to your club's president a Semi-Annual Membership Report to be filled out and returned to Toastmasters International by October 1 and April 1, respectively.

Included in this mailing are the report form itself, a list of members in your club, and an explanation of the process. Please follow the enclosed directions carefully.

Even before these forms arrive, your club's treasurer should begin collecting dues from the members of your club. The vice president of membership should work with the treasurer to confirm the active members of your club.

In reviewing the member list, please correct any spelling mistakes or update addresses directly on the list, as needed. Cross off the names of people who are no longer members of your club. Make a copy for your club's records before returning the report.

When your club returns this form to Toastmasters International, please make sure that the report includes the following three items:

• Semi-Annual Membership Report form
• Confirmed/corrected member list
• A check for the appropriate amount

  Important: The number of members listed on the report form, the numbers of names on the list, and the number of members reflected by the check must all be the same.

If the report does not include all three items, Toastmasters International will be unable to process the report correctly, and this could adversely affect both your club and the district.

Note: Sending in the Semi-Annual Membership Report before the deadline helps fulfill one of the goals in the Distinguished Club Program.

Club and Officer Information Form

Completing the Club and Officer Information Form ensures that all communications from Toastmasters International and from the district reach the appropriate person in your club.

The Club and Officer Information Form is a simple form listing the contact information for your club's officers and confirming the location and meeting time of your club.

Your club should submit the Club and Officer Information Form by December 31 and by June 30 using the District 4 Club and Officer Information Form.

Note: Sending in the Club and Officer Information Form before the deadline helps fulfill one of the goals in the Distinguished Club Program.

Related Resources:

District 4 Club and Officer Information Form