Once the PTO has determined if the newsletter will be sent out weekly, biweekly or monthly, it will be easier to decide what the content will be. One of the most important jobs of the newsletter editor is gathering information and writing articles for the PTO newsletter. Many editors create a master list of regular features and columns that the newsletter will include, and then work from the structured list for each issue.
It is common for PTO newsletters to include messages from the school principal and PTO president, as well as sections for school news and a calendar of events. PTOs can also use the newsletter to highlight the group’s fundraising efforts and accomplishments by detailing how the funds were used to help the school. This allows parents to see the importance of supporting the PTO.
In some PTOs, the editor also does the newsletter design, while other groups may divide the two responsibilities. Even a parent with minimal experience can create an attractive newsletter using a design template from readily available software programs. Or, they can download a newsletter template and appropriate clip art directly from PTO Today. With a template in place, the designer should create a style guide, so that fonts, text sizes and colors are consistent throughout the document. Put the most important information at the top of each page with a large headline, along with a colorful photo or graphic.
Many PTOs have chosen to “go green” with their newsletter, finding that electronic distribution can save thousands of dollars in paper and printing costs. For this method to work, the school principal must agree to include a sign-up section on school registration forms to capture parents’ email addresses so they can receive the newsletter. On the day the newsletter is “published,” the editor can post the document as a PDF file on the school or PTO website, then email parents the link to the site. If some families do not supply an email address--or if your PTO is not ready to go the digital route, you may have to print out hard copies of the newsletter. If this is the case, you can still find some savings by distributing the newsletter to only one student per family.