Unit subs during coronavirus

As in-person meetings are on hold, we've prepared some template letters to help you talk to parents about subs payments

Talk to parents about paying unit subscriptions

During this unprecidented time, when we've had to pause our usual unit meetings, you might be worried about how to handle the unit subscriptions that parents pay.

It’s likely that your unit costs will be reduced while you’re not meeting, but there may be some things that you still need to pay, such as rent on storage spaces or buying interest badges once you’re able to.

Now is a good time to re-budget for the year so that you can decide what fees you might need to charge or what fundraising you need to plan to meet these costs. Check out our guidance on budgeting for your unit. Don’t forget you can also set up a Gift Aid account if you haven’t already.

To help you talk to parents, we’ve developed four template messages. They explain subs payments to parents, and you can send them as a letter or an email. 

They're designed for you to adapt to reflect your unit’s situation. Each template has options in there which you can delete or use as appropriate.

Copy and paste the template text from below, or download the Word version of these letters.

Download this template (Word Doc)

Dear parents and carers [insert first name if sending by post or emailing individually],

I hope you and your family are well at this difficult time. We’re really enjoying meeting your daughter/ward virtually and we’re looking forward to meeting face-to-face when the time is right.

Subs payments

It’s difficult to talk about money during this time as many of you may have been affected by the current circumstances. Earlier this year I wrote to you explaining that to keep the unit open we still need to cover our costs.

As you know you currently pay subs weekly/termly [change according to unit]. This covers two separate costs.

  1. Part of the subs is used to run the unit. This includes unit activities, paying hall rent, paying for programme materials (including badges), equipment and to pay for any unit leadership training that we have to attend to ensure unit meetings are run safely.
  2. The other part is used to cover the annual subscription (sometimes known as census) which we pay Girlguiding HQ in February/March. This covers your daughter’s/ward’s membership of Girlguiding (UK) and the guiding region, county, division and district we belong to. The money is used to develop the guiding programme and badges, including the current ‘adventures at home resources’, insurance and safeguarding plus the costs of running our local area such as the rent on the county camp equipment storage.

Annual subscriptions 2021

[Use one of the following options for your unit]

Thank you for continuing to pay subs during the past few months. We've been notified by Girlguiding HQ that their part of the 2021 annual subscription is £17.70. This is only part of the costs, we still need to budget for the guiding region, county, division and district. This year the annual subscription for each member of our unit was [Add amount]. We're expecting this to increase for 2021. As soon as we know the other amounts I'll let you know. As you have been paying subs we believe that we have enough money in our unit not to charge you an additional amount to cover the annual subscription. Please can you continue to pay your subs as usual, if you’re able to.

Or

Thank you for continuing to pay a small contribution towards subs during the past few months. We've been notified by Girlguiding HQ that their part of the 2021 annual subscription is £17.70. This is only part of the costs, we still need to budget for the guiding region, county, division and district. This year the annual subscription for each member of our unit was [Add amount]. We're expecting an increase for 2021. As soon as we know the other amounts I'll let you know. As you have been paying a small contribution we’re hoping that will cover the amount for 2021. As soon as we’re able to meet face-to-face we’ll be looking at charging the normal rate.

Or

As you know while haven’t been meeting face-to-face, we haven’t charged you subs during the past few months. We have enough reserves in our unit to meet the small remaining costs and will not charge you subs at this time.

We've been notified by Girlguiding HQ that their part of the 2021 annual subscription is  £17.70. This is only part of the costs, we still need to budget for the guiding region, county, division and district. This year the annual subscription for each member of our unit was [Add amount] We are expecting an increase for 2021. As soon as we know the other amounts I'll let you know. We’ll let you know what subs will be needed when the unit re-opens.

We know that family budgets are likely to be stretched in the current circumstance. If you’re struggling financially please let me know so that your daughter/ward doesn’t miss out.

Thank you for all you are doing to support our unit – we can’t wait to see you when it’s safe to spend time together again. In the meantime we’ll carry on running virtual meetings for your daughter/ward.

Download this template letter (Word Doc)

Dear parents and carers [Insert first name if sending by post or emailing individually],

I hope you and your family are well at this difficult time, although we’re starting to get out and about a bit more. We’re really enjoying meeting your daughter/ward virtually and we’re looking forward to meeting face-to-face when the time is right.

Subs payments

It’s difficult to talk about money during this time as many of you may have been affected by the current circumstances. I’m writing to you to explain that for us to keep the unit open we still need to cover our costs.

As you know you currently pay subs weekly/termly [Change according to unit]. This is used to run the unit and includes activities, paying hall rent, paying for programme materials (including badges), equipment and to pay for any unit leadership training that we have to attend to ensure unit meetings are run safely.

In addition, every year you pay the annual subscription (sometimes known as census) which we paid Girlguiding HQ in February/March this year. This covers your daughter’s/ward’s membership of Girlguiding (UK) and the guiding region, county, division and district we belong to. The money is used to develop the guiding programme and badges, including the current Adventures at home resources, insurance and safeguarding plus the costs of running our local area such as the rent on the county camp equipment storage.

Annual subscriptions 2021

Thank you for continuing to pay subs during the past few months. We have been notified by Girlguiding HQ that their part of the 2021 annual subscription is  £17.70. This is only part of the costs, we still need to budget for the guiding region, county, division and district. This year the annual subscription for each member of our unit was [Add amount]. We're expecting an increase for 2021. As soon as we know the other amounts I will let you know.

We know that family budgets are likely to be stretched in the current circumstance. If you’re struggling financially please let me know so that your daughter/ward doesn’t miss out.

Thank you for all you are doing to support our unit – we can’t wait to see you when it’s safe to spend time together again. In the meantime we’ll carry on running virtual meetings for your daughter/ward.

Download this letter template (Word Doc)

Dear parents and carers [insert first name if sending by post or emailing individually],

I hope you and your family are well at this difficult time. We’re really missing our weekly meetings with the Rainbows/Brownies/Guides/Rangers [delete as appropriate] and looking forward to a time when we can meet again.

Subs payments

It’s difficult to talk about money during this time as many of you may have been affected by the current circumstances. Earlier this year I wrote to you explaining that to keep the unit open we still need to cover our costs.

As you know you currently pay subs weekly/termly [change according to unit]. This covers two separate costs.

1. Part of the subs is used to run the unit. This includes unit activities, paying hall rent, paying for programme materials (including badges), equipment and to pay for any unit leadership training that we have to attend to ensure unit meetings are run safely.

2. The other part is used to cover the annual subscription (sometimes known as census) which we pay Girlguiding HQ in February/March. This covers your daughter’s/ward’s membership of Girlguiding (UK) and the guiding region, county, division and district we belong to. The money is used to develop the guiding programme and badges, including the current ‘adventures at home resources’, insurance and safeguarding plus the costs of running our local area such as the rent on the county camp equipment storage.

Annual subscriptions 2021

Use one of the following options for your unit.

Thank you for continuing to pay subs during the past few months. We have been notified by Girlguiding HQ that their part of the 2021 annual subscription is going to be £17.70. This is only part of the costs, we still need to budget for the guiding region, county, division and district. This year the annual subscription for each member of our unit was [add amount]. We're expecting an increase for 2021. As soon as we know the other amounts I'll let you know. As you have been paying subs we believe that we have enough money in our unit not to charge you an additional amount to cover the annual subscription. Please continue to pay your subs as usual, if you’re able to.

Or

Thank you for continuing to pay a small contribution towards subs during the past few months. We have been notified by Girlguiding HQ that their part of the 2021 annual subscription is going to be £17.70. This is only part of the costs, we still need to budget for the guiding region, county, division and district. This year the annual subscription for each member of our unit was [Add amount]. We're expecting an increase for 2021. As soon as we know the other amounts I'll let you know. As you have been paying a small contribution we’re hoping that will cover the amount for 2021. As soon as we’re able to meet face-to-face we’ll be looking at charging the normal rate.

Or

As you know while haven’t been meeting face-to-face we haven’t charged you subs as we have sufficient reserves in our unit to meet the small remaining costs and will not charge you subs at this time.

We have been notified by Girlguiding HQ that their part of the 2021 annual subscription is going to be £17.70. This is only part of the costs, we still need to budget for the guiding region, county, division and district. This year the annual subscription for each member of our unit was [add amount]. We're expecting an increase for 2021. As soon as we know the other amounts I'll let you know. We’ll let you know what subs will be needed when the unit re-opens.

We know that family budgets are likely to be stretched in the current circumstance. If you’re struggling financially please let me know so that your daughter/ward doesn’t miss out.

Thank you for all you are doing to support our unit – we can’t wait to see you when it’s safe to spend time together again.

Download this template letter (Word doc)

Dear parents and carers [insert first name if sending by post or emailing individually],

I hope you and your family are well at this difficult time. We’re really missing our weekly meetings with the Rainbows/Brownies/Guides/Rangers [delete as appropriate] and looking forward to a time when we can meet again.

Subs payments

It’s difficult to talk about money during this time as many of you may have been affected by the current circumstances. I’m writing to you to explain that for us to keep the unit open we still need to cover our costs.

As you know you currently pay subs weekly/termly [change according to unit]. This is used to run the unit and includes activities, paying hall rent, paying for programme materials (including badges), equipment and to pay for any unit leadership training that we have to attend to ensure unit meetings are run safely.

In addition, every year you pay the annual subscription (sometimes known as census) which we paid Girlguiding HQ in February/March this year. This covers your daughter’s/ward’s membership of Girlguiding (UK) and the guiding region, county, division and district we belong to. The money is used to develop the guiding programme and badges, including the current ‘adventures at home resources’, insurance and safeguarding plus the costs of running our local area such as the rent on the county camp equipment storage.

Annual subscriptions 2021

Thank you for continuing to pay subs during the past few months. We have been notified by Girlguiding HQ that their part of the 2021 annual subscription is going to be £17.70. This is only part of the costs, we still need to budget for the guiding region, county, division and district. This year the annual subscription for each member of our unit was [add amount]. We're expecting an increase for 2021. As soon as we know the other amounts I'll let you know.

We know that family budgets are likely to be stretched in the current circumstance. If you’re struggling financially please let me know so that your daughter/ward doesn’t miss out.

Thank you for all you are doing to support our unit – we can’t wait to see you when it’s safe to spend time together again.