Season Cost Note Template

Use this when families need a calm, plain-English note about what the fundraiser helps cover, what still belongs to the family, and how credits actually work.

Open Field Notes Hub Open Preseason Checklist

The mistake this fixes: if cost notes are vague, families fill the gap with rumors. Spell out what the team pays for, what families still own, and where questions should go.

What this note should answer

By the time a parent finishes this note, they should know what support exists and what responsibility still stays at home.

What the team helps cover

fundraiser support
credit system if one exists
shared team expenses

What still belongs to the family

personal gear
some travel or meal costs
anything not covered by credits

How questions get handled

who to email
when the next update is coming
where the main fundraiser page lives

Build the note in this order

Start with the purpose, then move to the structure. Families do better with direct examples than with abstract language about support.

Start with the why

Say what the fundraiser or team support is trying to do: reduce individual burden, help with travel, or offset shared season costs.

Name the team-covered lane

Be specific about what credits or fundraiser dollars can reduce, and whether the support applies to camp, racing trips, or general fees.

Name the family-covered lane

Say clearly what still belongs to the family so no one assumes “fundraiser” means everything is now free.

Use one simple example

Show how a fundraiser total or credit balance changes a real cost instead of describing the system only in policy language.

Point back to the source page

Link the fundraiser issue, calendar, or season note instead of asking families to remember which email had the details.

Close with one follow-up path

End with one contact route for questions so cost confusion does not fragment across texts, side chats, and pickup-line conversations.

Copy and send

Edit the trip, fundraiser, and credit details, then send this as its own note.

Season cost note

Subject: How team fundraiser credits and family costs work this season Hi Bears TC families, I want to send one clear note on how fundraising and family costs work this season so everyone is using the same information. Our fundraiser and team support are meant to reduce part of the season cost burden. They do not automatically cover every personal expense. Here is the simple version: The team can help with: - approved trip or season expenses that fit the fundraiser / credit system - shared costs we announce ahead of time Families still cover: - personal gear - meals or travel items not included in the team plan - any remaining balance after credits are applied If your athlete earns fundraiser credit, that credit lowers eligible costs. It does not turn into cash and it does not apply to every possible expense. We will keep the current fundraiser details, forms, and dates on the main fundraiser page here: [insert fundraiser link] If you have questions about what a credit can reduce or what still belongs to the family, please email me directly instead of guessing from a group thread. Coach Luke

What to avoid in money notes

Most cost confusion comes from missing boundaries, not from bad intentions.

Do not imply “covered” if it is partial

If support only offsets part of a cost, say that directly instead of using softer phrases that sound like full payment.

Do not mix rules and hype

Fundraiser excitement and cost structure can live near each other, but the actual cost note should stay plain and easy to reference.

Do not leave credits undefined

If the word “credit” is in the note, explain what it can reduce, what it cannot reduce, and how families will hear their balance.

Coach check before you hit send

Make sure the note answers real family questions, not just internal coach language.

Families should know

what the fundraiser helps cover
what still belongs to the family
whether credits are partial or full offset
where the source page lives
who answers questions

Clean language to prefer

“reduce part of the cost burden”
“eligible expenses”
“remaining balance after credits”
“email me directly with cost questions”
“use the fundraiser page as the source of truth”