Sample Invitation Letter & Artist Questionaire


This is an example of a letter that you could send to invite potential Chapter members. Be welcoming, describe what’s in store and how your members will benefit from membership. Each section is to be used as a guide to help you write your own letter. Feel free to copy and paste what makes sense for your Chapter, but also include specific details that are unique to your Wax Chapter.

Please contact the Membership & Chapters Chairperson with any questions you may have regarding inviting members to join your Chapter.

Dear Artist,

Define your Chapter:

Are you craving more interaction with like minded artists looking to engage, exhibit and share your artistic journey? We want you to be a part of the new YOUR WAX CHAPTER NAME, which has been approved as an official group under the International Encaustic Artists (IEA) umbrella. 

What does your Chapter offer?

We hope that you will join the YOUR WAX CHAPTER NAME so that we can collectively create more opportunities like:

  • Artist Community & Connection

  • Art Events

  • Exhibitions

  • Critique Groups

  • New Techniques & Education

  • Shared Resources

  • Studio Tours

Where is the Chapter located?

Our Chapter covers LOCATION/CITIES/COUNTRIES. Therefore, we will host most meetings via Zoom, but also plan to meet in person 4-5 times each year in varied locations.

Answers about dues or fees:

Ask for a one-time fee and explain what that fee will be used for within the Chapter, or explain any expenses that you predict will come up later that will be collected from participants accordingly. Future expenses may include, but are not limited to: exhibition space, art materials, meeting room rentals, transportation and marketing materials.

While the President and Vice President must be members, and we recommend that you join the IEA; it is not mandatory when joining this Chapter. For more information and to join the IEA, click

Tell us about yourself (see sample questionnaire):

Let us know if you are interested in joining the YOUR WAX CHAPTER NAME by filling out and returning the attached form to YOUR NAME. If you know other artists working with encaustic paint or cold wax, please get their permission and include their names and contact information at the bottom of the form and we will contact them. Once we receive your form, we will send you a welcome letter with more information.

Let us know if you have any questions or concerns. We look forward to hearing from you soon.

All Our Best, Cheers, Your Friend, etc...

Sample Artist Questionnaire

This list is a sample of information requested for Chapter Membership. These items will help you organize your group. The information requested will help you plan for future Chapter activities and events. A form like this is not a requirement for new Chapters. It is only a tool. If you have questions or concerns, or you’d like to share what your new Chapter is doing, please contact the Membership & Chapters Chairperson.

Membership Information Request Items:

  • Full Name

  • Email Address

  • Phone Number

  • Mailing Address

  • Encaustic Paint/Cold Wax Experience Level

  • Gallery Experience

  • Leadership Experience

  • Meeting Type Preference

  • Best Days and Times for Meetings

  • Activities of Interest

  • Interests & Skills

  • Occupation in Addition to Artist

  • Other Artists Who Might Be Interested & Contact Information

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