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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After your purchase is complete you’ll receive instructions on how to download the toolkit.


Section 1: Getting Started
Section 2: What a Parent Group Secretary Does
Section 3: How To Prepare a Meeting Agenda
Section 4: How To Take Meeting Minutes
Section 5: Writing Thank-You Notes and Welcome Letters
Section 6: Putting Together a Newsletter
Section 7: Using Social Media and the Web
Section 8: Additional Secretary Duties: Tips for Success

Also included:

  • Meeting Agenda and Minutes Templates
  • Sample Meeting Minutes
  • Welcome Letter for Parents
  • Thank-You Letters for Business Donors and Volunteers
  • Press Release Template
  • Monthly Meeting Announcements, August-June (English and Spanish)
  • Volunteer Interest Survey (English and Spanish)


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