Membership numbers, lists and direct mail by post
CILIP maintains a central database of members which we update on a daily basis. It is essential that Branches and Special Interest Groups use these forms when requesting data and arranging direct mail by post. Use these forms every time you make a request:
These forms allows you to order:
- Lists of member names and addresses – this will be emailed to you as an excel spreadsheet
- Address labels for postal mailings
- CILIP envelopes for postal mailings
Please allow 7 working days for delivery.
Contact the Membership Administration Team for an up to date figure of your members. This ensures you avoid overprinting costs and can plan to have enough spare copies for yourself.
Please refer to the Frequently Asked Questions to help with queries about contacting your members by post.
Contacting your members by email
Branches, Groups and Devolved Nations have a monthly opportunity to send an email to their members who are registered on the CILIP website.
How to arrange:
- Email your content to bng@cilip.org.uk to arrive by 5pm on the day before the distribution date. Download the schedule.
- We will not edit, correct or amend any text you submit for distribution. We can only accept content from one source at each Branch, Group or Devolved Nation. Any submissions from sub-groups should be sent to the parent body.
- The subject line of the email should read:
Copy for e-mailing <insert name of Group or Branch, Devolved Nation> <date of mailing>
- The email should be sent in plain text with no formatting ie. the document should have the suffix “.txt”
- If you wish to include any links then these must be typed out in full and not embedded in the document
We recommend that you always include a link to your website and upload the content there too. It is important that you make sure your members can access the same information on your website.
We advise that you include contact details when readers are encouraged to register or book.
The CILIP Membership Team will then cut and paste the text into a template, and email.
Branch inserts in CILIP Update magazine
Branches can include their newsletter or insert with CILIP’s membership magazine, CILIP Update. The magazine is published each month.
Download the PDF and follow the instructions to book your insert. The PDF includes a schedule with publication dates and insert deadlines.
Further help
If you need further help please email:
bng@cilip.org.uk about emailing your members
membership@cilip.org.uk about contacting your members by post
advertising@cilip.org.uk about arranging an insert in CILIP Update magazine
Frequently Asked Questions about contacting your members by post
Q. I’m going to contact my members more than once this month. Can I re-use the list you provided me?
A. No you can’t reuse lists because our data is continuously updated and re-using out-of-date lists constitutes a breach of the Data Information Act.
Q. Would you send me back leftovers from my mailing?
A. No, CILIP holds no responsibility for dealing with mailing leftovers. Please make sure you inquire about your current print run in advance before you start printing and add to it the number of copies you will require and make sure that your copies are sent to you directly.
Q. Is it possible to use the CILIP print room?
A. No, the CILIP print room is not available for this use.
Q. Are the labels and envelopes provided free of charge?
A. Only the labels are provided free of charge but there is a cost for the CILIP branded envelopes, which is £9 for every 250 C4 plain envelopes and £11.60 for every 500 C5 plain envelopes.
Q. Does it cost the same price to post items in C4 envelopes or in C5 envelopes (folded)?
A. It costs much less to fold newsletters and post in C5 envelopes (if it is possible without compromising the item) and normally printers charge a very small fee for folding these items.