PTO Secretary's Toolkit

The secretary's role is one of the most important for keeping the business of the PTO running well, and for communicating all of the group's important work to its members. This comprehensive guide will help both new and veteran secretaries do their job more effectively and efficiently.

The toolkit includes duties lists divided by corresponding and recording secretary roles, information on preparing a meeting agenda and taking minutes, writing thank-you letters, communicating with members via newsletter, social media, and the web, and more—as well as helpful templates for creating meeting agendas and meeting minutes, sending letters and press releases, and other tools for communicating with members.

Did you know that PTO Today Plus members get all our toolkits as part of their membership? If you're a Plus member, you can download the complete Secretary's Toolkit right now. To learn more about Plus and all the benefits of membership, including access to all eight of our expert guides (retail value $332), visit

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Chapter 1: What a Parent Group Secretary Does
Secretary’s Job Description
Recording Secretary Duties
Corresponding Secretary Duties
Possible Additional Secretary Duties
Success Tips for All Secretaries

Chapter 2: How To Prepare a Meeting Agenda

Chapter 3: How To Take Meeting Minutes
What To Include in the Minutes
What Not To Include in the Minutes
No Motions? No Problem
After the Meeting

Chapter 4: Writing Welcome Letters and Thank-You Notes
Welcome Letter Tips
Thank-You Notes for Donors
Thank-You Notes for Volunteers

Chapter 5: Putting Together a Newsletter
What To Put in Your Newsletter
Newsletter Design Tips
Sharing Your Newsletter

Chapter 6: Using Social Media and the Web
General Tips and Best Practices

Chapter 7: Additional Secretary Duties: Tips for Success
Coordinating a Membership Drive
Recruiting Volunteers
Setting Up Meetings (Welcome and Refreshments)
Ongoing New Family Welcome
Creating a School Directory

Appendix A: How To Write a Press Release

Do Your Homework
Do Your Legwork
Create a Good Product
Make Contact Early
It’s Not Over When It’s Over

Appendix B: Group Email Communication Tips

The Basics
Email Etiquette
Creative Ideas


Also included:

  • PTO Secretary Job Description
  • Robert’s Rules Tip Sheet
  • Volunteer Interest Survey (English and Spanish)
  • Meeting Announcement Half-Sheets (English and Spanish)
  • Letterhead Templates
  • Record-Retention Rules from the IRS
  • Meeting Agenda Outline
  • Meeting Minutes Template
  • Sample Meeting Minutes
  • Meeting Minutes Approval Process
  • Welcome Letter
  • Thank-You Letter for Business Donors
  • Thank-You Letter for Volunteers
  • Facebook Code of Conduct/Guidelines Template
  • Press Release Template


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