Dear Madam President and Sisters:

 

Sister ____________________________, who is a member of Auxiliary #_____ has been assigned to inspect your Auxiliary on ___________________.

 

She has been chosen to assist me in making sure that all of the Auxiliaries in this District are running smoothly and properly.  Perhaps she has already contacted you and a date has been temporarily set.  This letter will confirm the date.

 

She will want to see the Treasurer’s ledger book, the check book, the last bank statement and the Secretary’s record book.  All the balances must agree.  She will ask to see the last transmittal and the current Treasurer’s Bond.  Please be sure that these important items are ready for her inspection.  It sounds like a lot of preparation but it’s almost like doing your quarterly audit.

 

During the meeting, she will observe the Officers’ and members’ knowledge of the ritualistic work.  She will take into consideration the size of the room and members present.  It is important that you remember that she is a member…just like you.

 

Under Suggestions for the Good of the Order, you should call on her to review the inspection report with you and answer any questions you may have about our Department programs and/or our Bylaws.  Don’t ask her to make any ruling on any subject.  The Inspector has been instructed to perform her duties thoroughly.  Take any criticism as constructive and please do not take offense.  You can be sure her intentions are that of assistance.

 

Please try not to change the above date if at all possible.  However, if it is unavoidable, please notify the Inspector as soon as possible so she can alert me of the change.  We have set the goal of December 31^st for the completion of all inspections.  Please try to have yours done as soon as possible.  Your cooperation is greatly appreciated.

 

Please encourage your members to come out and participate on the night of inspection.  I am sure you will have a pleasant evening and perhaps some of those long awaited questions will be answered.  Please don’t panic when you hear the word “inspection”.  The Inspector may be just as nervous as you are!

 

Loyally yours,

 

                                                                                    Inspector___________________________

 

President of District #_____                                         Phone Number ______________________

 

By Order Of:   Cindy Campbell

                       Department President