Below you’ll find email templates for:
volunteer thank you & check-in (Covid19)
volunteer thank you (ongoing)
volunteer thank you (special event)
A PDF with all 3 templates is linked at the end.
The last month has been hectic, to say the least. It is a stressful, unprecedented time for nonprofits and nonprofit leaders, and whether you’re finding your way forward or just hanging on by a thread, it’s important to acknowledge that the challenges are real.
As with most things in life, the best way to find your next steps is to simply do the next right thing in front of you. You don’t need to see the whole path ahead in order to take one step. And often, when we take one step, one more next right step comes into focus. And then one more next step forward after that.
May I suggest a super simple step today?
Email your volunteers.
You’ve probably already emailed donors and asked them to continue giving or to give something extra during this time.
Hopefully, you’re continuing to post on social media and to share the impact of your organization.
But have you communicated specifically with your volunteers, assuring them that their time invested in your organization has been valued and appreciated?
Here’s why I ask: when all of the closures, cancellations, and shelter-in-place orders went down last month, I was in the middle of a volunteer commitment with my favorite local nonprofit. That commitment obviously and understandably ended fairly abruptly. Yet since then, I haven’t heard a peep from them.
They’ve done an AMAZING job of emailing monthly donors (I’m part of that group, too), thanking us and asking for our continued support. They’ve put out new content that is fresh and original on all social media channels and have sent out email updates about that.
But I’ve been disappointed, honestly, that I haven’t received any updates specifically tailored to volunteers, thanking us for the time we were giving - and asking for our continued support after this is over.
Look, I absolutely totally 100% get that this time has been crazy. And I’m willing to give this organization the benefit of the doubt that they’re doing the best they can right now. I truly believe that.
But I also want to give you a tool you can use TODAY to let your org’s volunteers know you haven’t forgotten them or the time and energy they’ve invested in your cause.
May this simple next right step forward create a little bit of momentum for you and reveal other next right steps. I’m rooting for you!
I’ve also given you two other free thank you email templates for volunteers: one is a thank you for ongoing volunteers, those who serve regularly. Another is for a volunteer who gave time to a special event.
Click the button at the bottom of this post for a free PDF version of all three templates. And don’t forget to subscribe so you get new resources as soon as they hit this site!
Be well.
Note for using all email templates:
Remove parentheses and insert relevant info
Remove notes at the bottom of each email before sending!
Thank you | Volunteer | Covid19
Subject Line: To our (cause) heroes: thank you!
Preview Line: A Covid19 update for (Nonprofit Name) volunteers
Dear (Name),
We here at (Nonprofit name) hope this email finds you and yours well. We know these are scary, confusing, stressful times for many in our community, and, as part of the (Nonprofit name) family, we want you to know that you are on our hearts and minds.
Your volunteer work on behalf of (cause) has been critical to our impact in (community name) in the past, and it will be so again soon! Last year, with your help, (Nonprofit Name):
(describe impact in 3-5 bullet points)
―-
―-
―-
―-
Although we’ve had to radically adjust our goals, plans, and budget for 2020 in the last few weeks, rest assured, we are still here and as committed as ever to (mission; e.g., “reducing homelessness in X County). As the current COVID19 crisis has unfolded, we’ve responded by (insert statement or bulleted list of practical ways you’ve been at work; see note below*).
Your schedule and finances may have changed as dramatically as ours, and with it, your capacity to invest time and money with (Nonprofit Name). We understand.
If, however, you find yourself with some time to invest in your community in this season, please remember us!
We have the following volunteer opportunities available currently:
(list opportunities, with website links as applicable)
――
――
Tap the button at the end of this email to get in touch with our volunteer coordinator about any of these opportunities.
You can also support us by following us on all social media channels and and sharing our updates with your friends and family. All links are below.
There’s no doubt that this crisis is stretching all of us in new ways, but, along with the challenges come new opportunities to clarify our vision and increase our impact. I am confident that (Nonprofit name), with the support of volunteers like you, will emerge stronger than ever on behalf of (cause).
From everyone here at (Nonprofit name), we look forward to connecting again very soon.
Sincerely,
(Name)
(Title)
――――-Notes: delete before sending! ――――――
*If your nonprofit doesn’t have a clear, direct way to be useful in this time - say, for instance, you’re an arts nonprofit or a history museum rather than a food pantry - describe how you’ve been creative and proactive about ensuring the survival of your org, keeping your work front of mind, and resourcing your community. Examples:
“We’ve been asking our 2020 subscribers to consider donating their subscription price, rather than requesting refunds.”
“We’ve added several new resources to our websites for teachers and homeschooling parents.”
“We’ve partnered with X Restaurant in a carry-out fundraiser that gave them #_ of orders and raised $_ for (Nonprofit name).”
Other notes:
Add button for link to volunteer opportunities
Remember social media icons/links, if you don’t already have those formatted into your mail template
Thank you | Volunteer | ongoing
Subject: We can’t do it without you!
Preview line: Thank you for your commitment to (cause)
Dear (Name),
It’s true. (Nonprofit name) can’t do the work of (insert mission; e.g. “providing arts education to every preschooler in City”) without amazing volunteers like you. Your ongoing gift of time to (client group; e.g., “the children of our community”) is invaluable and does not go unnoticed.
We’re grateful for the work you’ve done (time period, such as “this summer”) as (describe volunteer role; e.g. “an assistant in our ArtKids classes”). (Consider adding a personalized note about the volunteer’s efforts; e.g., “Marta says your patience and good humor have made you a pleasure to have in her classes!”)
With your help, (Nonprofit name) was able to do the following during (same time period as previous paragraph):
(insert 3-5 bulleted impact statements)
_____
_____
On behalf of myself and the entire team at (Nonprofit name), THANK YOU. We hope you find your volunteer work with us enjoyable and meaningful, and we’d love to hear about your experience. You can share your stories, thoughts, suggestions with us HERE.(*)
Together we’re making our community a better place to be!
Sincerely,
(Name)
(Title)
―――――――-Notes: delete before sending! ―――――――――――-
*Create a simple feedback form through Google Forms, Survey Monkey, etc., and link to it. This is a great way to allow volunteers to feel even more invested and valued! Be sure to follow up personally on any significant complaints/issues.
Thank you | Volunteer | event
Subject line: We couldn’t have done it without you!
Preview line: Thanks for making the world a better place!
Dear (Name),
It’s true. We couldn’t have done it without you. Our recent (name of event) event on behalf of (cause) was a brilliant example of how - together - we’re making the world a better place.
(Insert 3-5 bullet points that highlight the success of the event.)
(These can include amount of $ raised pledged, # of people served, items donated, etc.)
(Consider adding a positive quote from an attendee)
On behalf of myself and the entire staff of (Nonprofit), THANK YOU for (describe volunteer’s role, e.g. “serving as a parking attendant,” “running one of the carnival booths”). Your time is valuable, and we are honored that you chose to invest yours for the sake of (cause).
We hope you enjoyed your time at this event, and we’d love to hear about your experience. You can submit your thoughts, comments, and suggestions HERE.*
In the coming days, we’ll be sharing more highlights from (name of event) on our blog, on our social media channels, and in our email updates. Follow the links below and subscribe so you don’t miss a thing! We’d also love it if you’d share our posts about the event with your friends and family!
Again, thank you. Volunteers like you make our work possible.
Sincerely,
(Name)
(Title)
P.S. Don’t forget to complete the survey to let us know about your experience!
―――――――-Notes: delete before sending! ―――――――――――-
*create a simple feedback form through Google Forms, Survey Monkey, etc., and link to it in paragraph 3. This is a great way to allow volunteers to feel even more invested and valued! Be sure to follow up personally on any significant complaints/issues.)
Other notes:
consider adding a “More Volunteer Opportunities” button that links to your volunteer page after your closing
add links for social media, etc.
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