How to Write a Perfect Pack Letter for Day Camp

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That’s how a letter from a fearless volunteer begins on the Facebook Page of Pack 251 in Copperas Cove, Texas. The author of the post, a Scout Mom named Amanda, is fearless because she also said that she was the new point of contact for the Pack and hoped that everyone would be a little patient because she just stepped up to fill the volunteer position, even though her own kid wasn’t going to Day Camp. Wow!

Now if that’s not a prime example of jumping in with both feet for the sake of the greater purpose of Scouting, then we don’t know what is.

A Scouting family loving a great day hike!

Even though the rest is specific to her Pack, we think there are a lot of great reminders for Day Camp to keep in mind as you get ready to send your Cub Scout off for a grand summer adventure. Let’s read on:

I need to know ASAP so that I can have registration packets at scouts on Wednesday. The money needs to be turned in by Monday of next week. You will have a chance to pay me Wednesday or at bridging on Saturday.

I [also] need this information ASAP so that you get the $92 early registration price. It will be going up to $102 next week.

Please join The Leon Valley District Day Camp page. It also has more information.

You can call me for more information if I don’t cover it here.

She then includes her personal contact info as well as the location, date, time of their Day Camp, and a recap of the cost. Then she reviews medical, administrative and permission details:

*Have child’s immunization record
*Fill out BSA medical forms A and B
*Fill out registration packet
*Sign CTC liability and insurance form

Scout Mom having a great time with her Cub Scouts!

She doesn’t forget the logistics of uniform and clothing needs/requirements.

*You will need to know scouts t-shirt size

Scout will receive a T-shirt and hat and all materials for activities. (I would recommend buying an extra shirt so he can wash one and wear one.) The extra shirt cost is $10.

Boys MUST wear day camp t-shirt and hat and, Closed toe tennis shoes. (They will get sent home for them. Neither Crocs nor water shoes are permitted. They will be doing a ton of walking. ) Swim trunks. They will be getting wet or swimming everyday. Have them wear their trunks as there will not be time or place to have them changing clothes.

And here’s a checklist every parent can keep in mind:

*Day Camp hat and t-shirt, swim trucks closed toe shoes
* a water bottle
* sun screen
* sack dinner
* a towel to dry off with and sit on for dinner break.

Do not send electronics with your child. Their stuff will be left unattended at their pop-up.


Labels! Yes! Now this is where the purpose, focus and the appeal to more adult volunteers is addressed. This Scout Mom nails it!

The boys are going to have so much fun.
They also need to have adult volunteers, 1 per every 5 scouts. The parents that have always done it have either moved or will not be attending this year. Please help support our boys by being a den walker. You’ll even receive a shirt.

Because of her mix of practicality, efficiency, and positivity, this volunteer’s letter, a simple memo really, becomes a great example of effective communication. We applaud her volunteer efforts and appreciate her willingness to empower parents and facilitate a great Day Camp experience for the Cub Scouts and parent volunteers in her Pack.

Way to go, Amanda! And thanks for the information!