Merger communications are not just marketing. They are a regulated, member-facing disclosure program that must align to NCUA Part 708b. The essentials include:

• Timing and delivery: Send written notice of the merger vote no fewer than 45 and no more than 90 calendar days before the meeting. Include the ballot and ensure members can vote in person, by mail, or electronically if bylaws permit. Source: 12 CFR § 708b.106(a)-(b).
• Required content: Use the NCUA form notice and ballot structure and disclose, at minimum: purpose, meeting details, how to vote, a summary of the merger plan, branch impacts, any share adjustments or distributions, changes to services and insurance, and a detailed description of all merger-related financial arrangements including names, titles, and dollar amounts. Source: 12 CFR § 708b.106(b) and Subpart C.
• Member-to-member comments: Inform members where and how to access the NCUA-hosted member comment site. Members have up to 30 days from receipt of notice to submit comments that NCUA may post. Source: 12 CFR § 708b.106(d).
• Certification and recordkeeping: After the vote, certify results to NCUA within 10 days, including counts of members, votes cast, and totals for and against. Source: 12 CFR § 708b.107.
• Tone and truthfulness: Keep communications factual, consistent with filed disclosures, and avoid misleading claims. Use the FAQ and plan summary to address account changes, service continuity, governance, and the reasons for the merger.

Treat the notice and accompanying materials as the canonical source. Supplemental channels should reinforce, not contradict, the official disclosures.

A strong plan informs, equips, and reassures members while meeting the letter of the rule. Structure your program into three layers:

• Core regulatory packet: The 45–90 day notice, NCUA-conforming ballot, financial statements for each institution plus consolidated pro forma, and a plain-language summary of the merger plan with required compensation and service-change disclosures.
• Member education hub: A dedicated webpage that mirrors the notice, hosts an expanded FAQ, short videos on what changes and what does not, branch locator updates, comparison charts for accounts and fees, and timelines for critical milestones. Link prominently to the NCUA member comment site and explain the 30-day comment window.
• Multi-channel outreach: Email series keyed to the timeline, statement inserts or mailers for low-digital members, on-hold messages, in-branch posters, short webinars or town halls, and staff toolkits with talking points and escalation paths for complex questions.

Editorial standards:

• Plain language with consistent terms across every asset.
• Exact alignment with the form notice and ballot. If something changes, update all channels immediately and document the change.
• Prominent coverage of benefits, risks, and tradeoffs so members can make an informed decision.

Use this practical list to keep execution tight and compliant:

• 90–60 days before meeting: Finalize disclosures and financials; validate leadership compensation figures; align branches and service change descriptions; legal review of all copy against 12 CFR § 708b.106 and Subpart C forms.
• 45–90 day window: Mail the member notice and ballot; launch the education hub; open support lines; begin email and in-branch messaging.
• Within 30 days of notice: Remind members about the NCUA comment window and where to read or submit comments.
• 30–7 days before meeting: Publish updated FAQs addressing common questions; highlight voting options and deadlines; confirm accessibility for mail and electronic ballots if bylaws allow.
• Meeting day: Provide clear instructions for in-person voting; collect and secure ballots; prepare for member questions.
• Within 10 days after vote: Certify vote results to NCUA and post a member-facing summary of next steps and integration timeline.

Common pitfalls:

• Inconsistent statements between the notice, website, and staff scripts.
• Under-disclosing merger-related financial arrangements or service changes.
• Missing the 45–90 day notice window or failing to include the ballot.
• Forgetting the member comment requirement and how to access it.

Build review gates at each stage and track questions to improve the FAQ and staff training in real time.