Written by the team behind Puzzlify. Puzzlify is our product, so weigh what follows with that in mind. We've tried to make this useful even if you never use it. We're not affiliated with the Third Age Trust, any u3a or U3A, U3A Network Australia, U3A New Zealand, the Osher Lifelong Learning Institutes, any university, lifelong learning programme, library, council or charity. Nothing here is legal, safeguarding or privacy advice. Check your own u3a's guidance on gifts, photos, publicity, data protection and contact between members.
It's a quarter to two on a Thursday afternoon in late October, and a retired pharmacist called Gillian is rearranging the furniture in her front room for the third time. Eleven dining chairs, two borrowed from next door, are in a rough circle. On the coffee table there's a pile of photocopied poems, a box of tissues because last month's poem made two people cry, and a plate of ginger biscuits. At two o'clock the doorbell starts going. Frank, who hadn't read a poem since school until three years ago, is first, as always. Then Hilary with her walking stick, then the two sisters who only joined in September, then Raj, who has brought a poem in Gujarati and an English translation he did himself last night. For an hour and a half, eleven people in their sixties, seventies and eighties read aloud, argue gently about what a line means, laugh, and drink a lot of tea. At half past three they go home, and Gillian puts the chairs back and starts thinking about next month's poems.
Nobody pays Gillian. She's the convenor of the u3a poetry appreciation group, and she has been for six years.
That's what most of the u3a looks like. In the UK, u3a is a movement of local, self-run groups for people no longer in full-time work, built on the idea that members learn from each other rather than from paid tutors. Each local u3a runs dozens, sometimes hundreds, of interest groups: languages, local history, family history, art, music, science, walking, gardening, book groups, bridge, ukulele, philosophy, cookery, Scrabble, Spanish conversation over coffee. Each of those groups usually has one volunteer at its heart, called the group leader, convenor or coordinator, who finds a room or opens their home, keeps the list, plans the sessions, answers the emails and keeps the group going year after year. Similar groups exist in Australia and New Zealand under the U3A name, and lifelong learning programmes in the United States and Canada, such as the Osher Lifelong Learning Institutes, rely on volunteer study group leaders in much the same way.
If you're a member who wants to thank the person who runs your group, a new member whose life got bigger when they joined, a committee member thinking about the convenors at the end of the year, the son or daughter of someone who has led the same group for a decade, or a fellow group leader saying goodbye to someone stepping down, this is a guide to saying thank you well. It covers the words, the people worth thanking, u3a manners, timing, photos that respect members' privacy, and one small idea from us: a photo from the group as a private digital jigsaw, with your note appearing when the last piece clicks in.
Who we mean
When we say "convenor", we mean the volunteer who runs an interest group, but u3a groups depend on lots of people, and several of them might deserve a thank-you:
- group leaders, convenors and coordinators, who plan the sessions, keep the members' list, book or host the room and keep everyone in touch;
- co-leaders and deputies, who step in when the convenor is ill or away, and quietly do half the work;
- members who host, opening their homes, gardens or kitchens to a group every month;
- members who give talks, sharing what they know about Roman Britain, bird song, the history of the town or how to read a difficult poem;
- the groups coordinator on the committee, who helps new groups start, finds convenors and sorts out problems;
- the rest of the committee, the chair, secretary, treasurer, membership secretary, newsletter editor and webmaster, who keep the whole u3a running;
- the volunteers behind monthly meetings, who book the speaker, put out the chairs, run the welcome desk and wash up the cups;
- outing and trip organisers, who arrange the coach, the museum visit or the theatre trip, and count everyone back on;
- the families of convenors, who lend a front room, a car or a Thursday afternoon.
Every u3a is independent and self-run, so the names vary. "Group leader" is common in the UK; some u3as say "convenor" or "coordinator". In US lifelong learning programmes you'll hear "study group leader" or "course leader". It doesn't much matter. They know who they are, and so do you.
The words matter most
Before any gift, think about what you actually want to say. A u3a convenor does a lot that nobody sees: the emails about changed dates, the phone call to the member who hasn't come for a while, the evening spent preparing handouts, the hunt for a room with step-free access and a kettle. And most of them would say they get more out of it than they put in, which is exactly why they rarely hear thanks.
The best thank-yous name something specific:
- what the group has done for you: a new language, a new hobby, new friends, a reason to get out of the house on a Thursday;
- the moment you felt welcome, perhaps your first session, when you didn't know anyone;
- something the convenor does that makes the group work: the way they make sure everyone gets a turn to speak, the biscuits, the careful handouts, the patience with people who talk too much;
- what the group meant at a hard time: after a bereavement, a move, retirement, illness;
- if you're writing on behalf of a group, the years they've given and the number of people who have come and gone.
You don't need to be poetic. "I'd stopped going anywhere after Brian died, and this group got me out of the house again" will mean more to a convenor than any number of nice adjectives.
Who might send one
A photo jigsaw with a note at the end isn't for everyone, but it tends to suit:
- a convenor who is stepping down after years of running a group;
- a group at the end of its year, or at Christmas, when it often has a party anyway;
- a new member who wants to say what joining has meant;
- a group whose convenor has moved away, or can no longer host because of health;
- a committee thanking all its group leaders at the AGM or a volunteers' afternoon;
- a family wanting to mark a parent's long service to their u3a.
It isn't a substitute for words, and it isn't the right gift if the convenor dislikes screens, prefers to keep things off phones, or would simply rather have a card. Many u3a members are very confident online; some aren't. You'll know which.
Gifts, groups and good manners
u3as are run by and for their members, and most are relaxed about thank-yous, but a few things are worth thinking about:
- keep it small and inclusive. A group collection for a convenor should be optional and quiet, so that nobody feels pressured to give. A card everyone can sign, plus a small gift from the group, is usually just right.
- photos and consent. Many u3as have guidance on photos, especially for publicity, and some members prefer not to be photographed at all. Ask before you use a photo with people in it.
- data protection. u3as hold members' details under data protection rules. Don't share the group's contact list with anyone, don't put names or phone numbers in a photo, and send a thank-you through the group's usual channels.
- homes. If the group meets in someone's home, don't share photos that show the outside of the house, the street or anything that would identify where they live.
- outings. Photos from trips can include members of the public, other groups and children. Crop or choose carefully.
None of this needs to be complicated. A short, honest note with a photo of the circle of chairs or the table set for the session is unlikely to trouble anyone.
When to send it
Good moments for a u3a thank-you include:
- the end of the group's year, often in the summer or just before Christmas;
- the AGM, when committee members step down and group leaders are often thanked;
- when a convenor hands over, after five, ten or twenty years;
- the group's anniversary, such as the tenth year of the French conversation group or the hundredth session of the book group;
- after a trip or a special session, like a garden visit, a concert or a talk the convenor organised;
- Volunteers' Week in early June in the UK, when many organisations thank their volunteers.
There's no wrong time, really. A thank-you that arrives in a grey week in February, for no reason at all, is still a thank-you, and might be the best kind.
Why a jigsaw can fit
A lot of u3a members are puzzlers: crosswords, sudoku, quizzes and, yes, jigsaws. A small jigsaw of a photo from the group, put back together slowly with your note appearing at the end, can say "we noticed" in a way an email can't. It's private, it's quick to send, it can be solved on a phone or tablet, and it doesn't take up a shelf.
There's also something fitting about it. A u3a group is a bit like a jigsaw itself: a lot of different people, each bringing one piece, a retired teacher here, a former engineer there, a new member who speaks three languages, and a convenor who patiently fits them all together week after week until the picture makes sense. Putting a photo of the group back together, piece by piece, and finding your words waiting at the end, is a small way of saying that you saw the picture they made, and that you know who held it together.
If you're a new member
New members often feel the most gratitude, and say it least. If you joined after retiring, moving to a new town or losing someone, and a convenor made you feel welcome, tell them. You don't have to say much. A photo of the room where you first sat down, the handout from your first session, or the view from the first garden visit can make a lovely puzzle.
If you're thanking a long-serving convenor
Some convenors have run the same group for ten or fifteen years. When they step down, the group usually wants to mark it. A puzzle of a favourite group photo, with everyone's permission, or of something that sums up the group, like the shelf of books you've read together or the pile of maps from the local history walks, can sit alongside a card signed by current and former members.
If you're thanking a member who hosts
A lot of u3a groups meet in someone's home: the book group in a sitting room, the French group round a kitchen table, the gardening group in a back garden in June. Hosting is a quiet, generous kind of volunteering. It means tidying up, moving furniture, putting the kettle on for ten people and sometimes finding a parking space for all of them. A thank-you to a host can be lovely, but think carefully about the photo: an indoor detail, like the teapot, the bookshelf or the table set for the group, is better than anything that shows the house from outside or the street. Write about what their home has given the group: warmth, a sense of belonging, the best scones anyone has ever had.
If you're thanking a member who gave a talk
Many u3a groups depend on members sharing what they know. The retired engineer who explained how the town's bridges were built, the former nurse who gave a talk on the history of nursing, the member who spent three months researching a local family for the history group. Giving a talk takes a lot of preparation and a fair bit of nerve. A short thank-you afterwards, perhaps with a photo of a slide, a map, an old document or the object they brought along, photographed flat with nothing private in it, tells them it was worth it.
When a group comes to an end
Sometimes a group closes: the convenor steps down and nobody takes over, the members get older, the room becomes too expensive. It can feel like a small loss. If your group is ending, a last thank-you to the convenor, with a photo that sums up the years, can be a good way to close the chapter. Say what the group meant, and if any of you plan to keep meeting informally, say that too. Sometimes a group that ends becomes a friendship that lasts.
If you're on the committee
Committees know better than anyone how much the convenors carry, and how hard it is to find new ones. A thank-you to every group leader at the end of the year, perhaps a puzzle of a photo from their own group, each with a personal note, can help people feel valued and keep them going. Keep it fair across groups, so that nobody feels left out.
If you live with a convenor
If your partner or parent runs a u3a group, you probably know exactly how many evenings go on handouts and how many cups get washed. A thank-you from the family, perhaps when they step down, can be a lovely surprise. Choose a photo of the group's table set up, the books, the instruments or the paints, and write something only you would know.
For the groups that kept going online
During the pandemic many u3a groups moved to video calls, and some convenors spent hours helping members who had never used a laptop to join. Some groups still meet online, or mix online and in person, which makes it possible for housebound members to keep coming. If your convenor did that, it's worth saying, even years later.
In memory of a convenor
If a convenor has died, the group may want to remember them. A puzzle sent to the family, with a photo of the group they built and a quiet note from members, can be a gentle way to say what they meant. Leave the leaderboard off, and check with the family first.
For u3as and lifelong learning groups elsewhere
u3a and U3A groups in Australia and New Zealand work in similar ways, and in many other countries Universities of the Third Age have their own traditions, some closer to universities than to self-help groups. In the United States and Canada, lifelong learning institutes often have volunteer study group leaders and peer-led courses. Everything in this guide should translate; just check local guidance and use local words.
Photo ideas and consent
Some photos work better than others for a u3a thank-you. Ideas that tend to work well:
- the circle of chairs and the coffee cups, before anyone arrives;
- the table set for the session: the handouts, the books, the maps, the instruments, the paints;
- the group's walking boots lined up at the door, or the ukulele cases stacked in the corner;
- a painting, a piece of embroidery or a poem from the group, photographed flat;
- a garden, a view or a building from a group outing, without strangers in shot;
- a group photo everyone has agreed to, perhaps one already in the u3a newsletter.
Things to keep out of the photo:
- members who prefer not to be photographed, or anyone who hasn't agreed;
- the outside of a member's home, house numbers, street names and car number plates;
- the group's contact list, the signing-in sheet, name badges with full names, or noticeboards with phone numbers;
- children, members of the public and other groups on outings, unless they've agreed;
- medicines, mobility equipment or anything that might reveal someone's health without their say.
If the photo has people in it, ask them first.
Getting the JPG right
Puzzlify works from a JPG. A few practical tips:
- a phone photo is fine; use the original file rather than a screenshot if you can;
- crop to the part that matters before you upload;
- landscape photos usually make the most comfortable puzzles on a tablet, but square crops work too;
- bright, clear photos with different colours and textures are easier and more satisfying to solve than dark or very plain ones;
- if you're scanning an old photo from the group's early years, scan it at a good resolution and straighten it;
- remove anything private before you upload, even if it's small: a name, a house number, a phone number.
Privacy, an optional PIN, and saying it's from you
The puzzle is private: it's shared as a link, not posted on a public board. You can add an optional PIN so that only someone who knows it can open the puzzle, which is useful if you're sending it through a group email. Photos are not used to train AI and are not shared with third parties.
Many older people are rightly wary of unexpected links. Always say who it's from and what it is, in the message itself: "This is from all of us in the poetry group. It's a little jigsaw of our Thursday afternoons, with a note at the end. It's safe to open." If you can, tell them in person first, or ring them.
How many pieces?
| Pieces | Feels like | Typical time |
|---|---|---|
| 24 | a cup of tea | a few minutes |
| 48 | a short session | around 5–10 minutes |
| 80 | a full afternoon meeting | around 10–20 minutes |
| 130 | a term of sessions | around 20–40 minutes |
| 252 | a convenor's ten years | an hour or more |
If you're not sure, 48 pieces suits most people on a phone, and 80 on a tablet.
The leaderboard: only for a group
If you're thanking a convenor on behalf of the whole group, you can turn on the leaderboard so everyone solves the same photo. Some groups love a bit of competition, and the result can be announced at the Christmas party. Ask first; some groups would rather not. Turn it off for anything sent in memory.
A few note ideas
The note appears when the last piece goes in, so keep it short and warm:
- "To Gillian: six years of Thursday afternoons, eleven chairs and a lot of tissues. Thank you for every poem."
- "I'd stopped going anywhere after Brian died. This group got me out of the house again. Thank you."
- "From the Spanish conversation group: gracias, Pam, for your patience with our verbs."
- "To Frank, who has never once missed a walk or forgotten the flask: thank you for leading us."
- "To our groups coordinator: thank you for finding us a room, a leader and a reason to meet."
- "To Mum, stepping down after twelve years of the local history group: you taught half the town where they live. Now you can just come along."
How to make one (about a minute of setup)
- Open Puzzlify's puzzle maker in a browser: https://puzzlify.app/en/puzzle-maker/
- Upload the photo (JPG works best).
- Choose a piece count for how much time they might have and how detailed the photo is.
- Add your thank-you note and, if you like, a PIN and a leaderboard (for a group only).
- Preview for free. When you're happy, publish the link with one credit and send it with a message, in a card at the next session, or through the group's email.
Honest pricing and notes
The preview is free, so you can see exactly what the puzzle looks like before paying anything. You only pay when you publish the link: one credit is €3.99, three credits are €8.99, and Plus is €14.99 a year for ten credits. If you're thanking several people (the convenor, the co-leader and the member who hosts), a three-credit pack or Plus can work out cheaper.
The person who receives the link doesn't need an account, an app or a printer; it opens in a normal web browser. Photos are not used to train AI and are not shared with third parties.
This is a digital jigsaw you play on a screen. It isn't a cardboard puzzle in the post, a printed product or a public puzzle board, and it isn't connected to any u3a, the Third Age Trust, any university or any charity. It's also not puzzlify.io (a chess site), Puzzlit, Puzzly or Puzzify, which are different things.
Ideas that are not a puzzle
Some of the best thank-yous for u3a convenors cost nothing at all:
- a handwritten card, signed by every member of the group, past and present;
- offering to co-lead, host a session, give a talk or take on the emails for a term;
- telling the committee, in writing, what the group and its convenor have meant to you;
- writing a short piece for the u3a newsletter about the group, if the convenor is happy with it;
- bringing the biscuits, washing the cups and putting the chairs back without being asked;
- for a long-serving convenor, a small book of memories and photos from the group's years, collected by the members.
If a photo puzzle feels right as well, choose a photo from the group, keep names, homes and anyone who hasn't agreed out of the frame, pick a piece count and add your note. You only pay if you decide to send it. You can start a free preview at https://puzzlify.app/en/puzzle-maker/.
Whatever you send, the most important part is the sentence that sounds like you, written to the person who arranged the chairs before anyone arrived, made sure the quiet ones got a turn, remembered everyone's name and kept the group going, so that next Thursday, it would all happen again.
Written by the team behind Puzzlify. Not affiliated with the Third Age Trust, any u3a or U3A, the Osher Lifelong Learning Institutes or any university, charity or council. Not legal, safeguarding or privacy advice. Check your u3a's own guidance on gifts, photos, publicity, data protection and contact between members.