Writing a volunteer thank you letter is just a small way to show volunteers how much their kindness and support mean to your organization. To help you show your appreciation, we’ve created some sample letters for you to check out.
Volunteers donate their time and energy expecting nothing in return. For their kindness and generosity, they deserve to know how grateful you are for their contributions to your organization.
If you do them right, volunteer thank you letters are an easy and personal way to show your appreciation for volunteers. There are a lot of important things to include in these letters, which is why we’ve created these volunteer thank you letter templates for you to use.
Volunteer thank you letters are letters organizations send to people who volunteer their time and energy in support of that organization’s cause. Since volunteers contribute so much to nonprofits despite being unpaid, organizations use volunteer thank you letters to show their appreciation.
Volunteer thank you letters matter for several reasons. Starting off, volunteers deserve your appreciation. Above all else, volunteers are kind-hearted people who gladly give their time and energy to your organization simply because they want to help you carry out your mission. Make sure they know how much that means to you.
Next, volunteer thank you letters can inspire volunteers to come back and volunteer for your organization again. If you don’t thank your volunteers for their help, then they probably won’t be too inclined to help out again. Building a strong base of volunteers will make your events and operations run more smoothly and efficiently, and volunteer thank you letters are a great way to ensure supporters keep coming back to help.
Lastly, these letters can help volunteers feel a personal connection to your organization and form a relationship with your team. Being specific about what volunteers have done and signing the letter from your volunteer coordinator are ways to make the letter more personal. You probably want your nonprofit to have a strong community, which starts with making people like volunteers feel like they are a part of something.
You might already send your volunteers thank you letters, but chances are, you’re not including all of the necessary components. Here are elements every volunteer thank you letter should include:
Standard Volunteer Thank You Letter Template
Completed Volunteer Grant Thank You Letter Template
Event Volunteer Thank You Letter Template
Literacy Volunteer Thank You Letter Template
Working with the Less Fortunate Volunteer Thank You Letter Template
Donation Sorting Volunteer Thank You Letter Template
Hospital Volunteer Thank You Letter Template
Phone Banking Volunteer Thank You Letter Template
School Volunteer Thank You Letter Template
Meal Provider Volunteer Thank You Letter Template
Subject: Thank you, [volunteer’s name]!
Dear [volunteer’s name],
Thank you so much for [describe what the volunteer did]. With your help, we were able to [explain the outcome of the event or project they helped with and their specific impact]. We truly couldn’t have done it without you.
[If appropriate, explain how the volunteer’s work contributes to your overall mission or cause].
You really shined at [event or project they helped with if applicable], and we would be lucky if you helped out again. If you’re interested, take a look at our upcoming events and volunteer opportunities on our website, [include the link to events page here]. We would love to see you there!
If you have any feedback or questions about [name of your organization], please don’t hesitate to reach out to us at [volunteer coordinator’s email address] or give us a call at [volunteer coordinator’s phone number].
Thanks again for all of your hard work and support!
Sincerely,
[name]
[title]
[organization]
This volunteer thank you letter template is super general, so you should change it to best fit your organization. Adapt these letters to your organization and cause. For example, if you find a quote about volunteerism that aligns with your nonprofit’s values, make sure to include it. Another way you could gear this letter towards your organization is to leverage any volunteer records you have. That way, you can add a more personal touch.
Speaking of a personal touch, make sure each letter is specific to the volunteer you’re writing it to. Ways to do so are double-checking that the name you’re addressing them by is correct, describing what that volunteer did, and praising them for anything that made them stand out as a volunteer.
If you want to improve your volunteer program, ask your volunteers for feedback. Giving your contact information or providing a survey link will allow volunteers the opportunity to share their experiences with you and offer any suggestions for the future.
Most importantly, send it soon! No one wants to receive a letter for an event they volunteered at months ago. A general rule of thumb is to send out your thank you letters within a week of your event or volunteer opportunity.
Your volunteers already do so much for your nonprofit, and they can help you even more by completing a volunteer grant application. Volunteer grants, also known as Dollars for Doers, are a type of corporate giving wherein employers donate to the causes their employees volunteer with.
After volunteering for a specified number of hours, volunteers can submit a volunteer grant application to earn your nonprofit extra funding. Completing this process requires extra effort on your volunteers’ part, so be sure to thank them for doing it!
You can also support volunteers’ access to corporate giving opportunities with volunteer grant software. For instance, a volunteer grant database can help volunteers research their employers to discover if they are eligible for a volunteer grant or volunteer time off. It will even provide their employers’ participation requirements.
Subject: Thanks for your help at [event’s name]!
Dear [volunteer’s name],
The team here at [nonprofit’s name] is so appreciative of your help with [event’s name]. [Describe what they did in service of the event]. Thanks to your hard work, we were able to [quantify an outcome of the event]. We couldn’t have gotten those amazing results without the help of our gracious volunteers like you.
Not only did you contribute to [event’s name], but you are also now a part of our [describe your cause]. We are honored that you chose to help us carry out our mission.
We hope to see you again soon at one of our upcoming events or volunteer opportunities. If you’d like to learn more about them, visit this page on our website: [insert events page link here].
If you have any further questions about our volunteer program or organization, I would be happy to answer them. Feel free to email me at [volunteer coordinator’s email address] or call me at [volunteer coordinator’s phone number].
I sincerely appreciate your time and dedication to our cause. Thank you again!
Sincerely,
[name]
[title]
[organization]
When you’re talking about the event the volunteer attended, make sure to quantify the event’s success. This could be the amount of money you raised, the number of people you helped, or anything that communicates the event’s impact. Hearing that the event they were a part of had a great outcome will make volunteers feel good and potentially willing to help out again.
As always, be specific about what the volunteer did. Whether that was working on the planning committee or packing food, you’ll want to make sure your volunteers know you’ve noted exactly how they contributed to the event.
Lastly, send volunteers any pictures you have of them at the event. Having a keepsake of the event will ensure that volunteers remember your event and organization fondly. Plus, it’ll and make their connection to your nonprofit even more meaningful.
Subject: Thanks for helping our readers, [volunteer’s name]!
Dear [volunteer’s name],
I wanted to reach out and let you know how incredible you’re doing as a volunteer for [volunteer program’s name]. The kids absolutely love working with you and look forward to their time with you. You’re so patient with them, which makes all of our readers feel comfortable no matter their skill level.
[If applicable, include a quote or anecdote from one of the kids about their time with the volunteer].
Aside from you being so kind to the kids, they really are improving thanks to your help! Since you’ve been working with us, the kids have read [number] books all on their own! They’ve built so much confidence and are getting better at reading each day.
As always, if you ever have a question or feedback about the tutoring program, please feel free to email me at [volunteer coordinator’s email address] or call me at [volunteer coordinator’s phone number].
Thank you again for all of your hard work and patience. We can’t wait to see you again soon!
Sincerely,
[name]
[title]
[organization]
One way to make this letter more meaningful is to include an anecdote about one of the kids the volunteer has helped.
For example, “Danielle has always been nervous in the past for read-aloud time, but just yesterday, she practically jumped out of her seat with excitement and volunteered to read first! You have instilled so much confidence in her, and I know she really appreciates your help.” This way, volunteers can have a more concrete understanding of how they have helped the children they work with.
Another way to personalize this volunteer thank you letter is to specify how the volunteer has impacted the kids as a whole.
Maybe they’re starting to finish books on their own, are better at sounding out words, or have more confidence in their reading abilities. Whatever the case, tell your volunteers more about the difference they’re making. It will make them feel great about themselves and their choice to volunteer their time to your organization.
Subject: We appreciate you, [volunteer’s name].
Dear [volunteer’s name],
We want to thank you for being such a valuable member of our volunteer team at [nonprofit’s name]. You are always so respectful and kind to the people we serve. I’m sure you brighten up their days with your smile and encouraging words.
Reaching out to an organization like us for help is no easy task, and you recognize how strong the people we serve are. It takes a special person to always be so kind but also sensitive to the needs of each individual.
[If applicable, include an anecdote about a specific person the volunteer has helped.]
You truly represent our values at [nonprofit’s name], and we would love to work with you again. For upcoming volunteer opportunities, subscribe to our email list or check out our website, [include link to website].
If you have any questions or feedback about our volunteer program, please feel free to let me know. Send me an email at [volunteer coordinator’s email address] or give me a call at [volunteer coordinator’s phone number] if there’s anything I can help you with.
Thank you again for showing such kindness to the people we help. You make our mission possible, and we couldn’t be more grateful for amazing volunteers like you.
Sincerely,
[name]
[title]
[organization]
In this letter, you’ll want to make sure you recognize the compassion of your volunteers’ compassion. This type of work can be very disheartening, and it takes a lot to show up with a good attitude and readiness to help. Let your volunteers know how much you appreciate the qualities they have that make them ideal volunteers.
Additionally, tell your volunteers how their words and actions make a difference in your beneficiaries’ lives. The more specific you can get, the better. Mention someone who a volunteer made smile or how you’ve noticed an individual has seemed in better spirits since the volunteer started.
Subject: You’re the best, [volunteer’s name]!
Dear [volunteer’s name],
Thank you so much for helping us sort and organize our incoming donations. As you know, donations are how we get a large portion of our funding, so it’s super important to keep good track of them.
You’ve helped us tremendously with categorizing our donations this past month. We greatly appreciate your efficiency and hard work!
We would love for you to continue helping us in the donation department, but we also have other volunteer opportunities if you’re interested. You can check them out on our website, [include link to website].
If you have any questions or suggestions about our volunteer program, please don’t hesitate to reach out through email at [volunteer coordinator’s email address] or on the phone at [volunteer coordinator’s phone number].
Your work has helped our organization’s operations run smoothly, and we sincerely appreciate your dedication to furthering our cause. Thanks again for helping us out!
Sincerely,
[name]
[title]
[organization]
The biggest requirement for helping out with donation sorting is good organization skills, so recognize how your volunteers’ skill set has been an asset to your organization. Sorting donations is not the most entertaining task, but it’s necessary to keep everything nice and organized.
Also, explain how your volunteers’ work supports your organization’s efficiency and overall mission. Donations are at the heart of your nonprofit’s success, so make sure your volunteers know how valuable their work is to your organization.
Subject: Thanks for volunteering at [hospital’s name]!
Dear [volunteer’s name],
Thank you so much for being a part of our volunteer program at [hospital’s name]! It takes a truly kind and compassionate individual to work with us, and we definitely see those qualities in you.
We really appreciate all the work you do with the patients and families of the [hospital unit at which they volunteer]. You always brighten up their days with your smile and give them hope about their situation.
[Include an anecdote about a patient they work with and how they’ve helped them].
You’ve done such a great job volunteering at our hospital, and we would love to have you back. To stay up to date on our volunteering opportunities, subscribe to our email list or visit our website, [include link to website].
We want to make our volunteer program the best that it can be. If you have any questions or suggestions for the program, please don’t hesitate to reach out to me by email at [volunteer coordinator’s email address] or over the phone at [volunteer coordinator’s phone number].
Again, thank you so much for your kindness and generosity. It truly makes a difference in our patients’ lives.
Sincerely,
[name]
[title]
[organization]
Hospitals are large organizations with lots of volunteers, but you want each volunteer to feel special when you write to them. To do so, be specific to the type of patients the volunteer works with and how they help them. Volunteer work at a cancer ward might look very different from work at a pediatric ward. Recognize the specific contributions your volunteers make to show you’re taking note of the exact difference they’re making.
Another way to be specific is to mention certain patients the volunteer works with who particularly appreciate them. For example, “Jason always asks when you’re coming back to play trains with him. You brighten up his days in the hospital, and his family is extremely appreciative of all you’ve done for their son.” Anecdotes like this make the letter more personal.
Subject: Thanks for answering calls like a pro, [volunteer’s name]!
Dear [volunteer’s name],
We wanted to take the time to thank you for working the phones for [nonprofit’s name]. We know it’s not always an easy job, but you always approach it with optimism and professionalism.
Other volunteers have mentioned how friendly and helpful you are when talking to potential donors, and we really appreciate those qualities in you. Thanks to you, we’ve acquired [number] new donors and retained [number] previous donors. That’s amazing!
[If applicable, include an anecdote about a donor or volunteer they’ve worked with who has had a good experience with them].
You have done an outstanding job as a phone banking volunteer, and we’d love to have you help us out again. If you think there might be another volunteering opportunity that also suits you, please check out the volunteer page on our website, [include link to website].
If you ever have any questions about the job or suggestions about what would make your volunteer experience better, please feel free to reach out to me. You can shoot me an email at [volunteer coordinator’s email address] or give me a call at [volunteer coordinator’s phone number], and I’d be happy to chat.
We are incredibly grateful for all your hard work and hope to see you again soon!
Sincerely,
[name]
[title]
[organization]
Since this letter is all about phone banking, you’ll want to point out what makes your volunteers so great on the phone. Are they super friendly? Do they sound professional? Let them know why they excel in this position.
It’s normal for your volunteers to have some qualms about the position. They may regularly deal with people who hang up on them or are just downright rude. Knowing that this may make volunteers feel unappreciated, you’ll want them to know how much you and your organization do appreciate them. Recognize that phone banking isn’t always easy but that they’ve been handling the challenges with grace.
Subject: Thanks for helping our students, [volunteer’s name]!
Dear [volunteer’s name],
Thank you so much for working with our [school’s name] students! They’ve loved having you around and really appreciate your help.
[Talk about what the volunteer has done specifically for your students].
This position required so much hard work and dedication, and you were truly the perfect fit. We couldn’t have asked for a better volunteer!
I know our students would be happy to have you back at [school’s name], so if you would be interested in future volunteering opportunities, let me know, and I can add you to our volunteer email list.
If you have any questions or feedback about your experience at [school’s name], please reach out to me via email at [volunteer coordinator’s email address] or over the phone at [volunteer coordinator’s phone number].
Thank you again for working so well with our students. We hope to see you again soon!
Sincerely,
[name]
[title]
[organization]
There are a lot of different ways volunteers can help out in a school, so you’ll want to customize this letter to be specific about what each volunteer did. Maybe they helped build the set for the school play, chaperoned a field trip, or worked a field day event. In any case, you’ll want to recognize how they’ve contributed to your school community.
Additionally, it’s important to indicate how the volunteer impacted the kids. For example, when thanking a student-teacher, tell them how their lessons were fun and exciting for the kids, making them more eager to learn.
Lastly, if volunteers didn’t get to see an event or project all the way through, then send them pictures or videos of the finished product. Maybe a volunteer sewed costumes for the school play but didn’t get to see them in action. Sending them pictures of the students in their costumes adds a personal touch and is sure to make the volunteer’s day.
Subject: Thanks for helping us feed those in need, [volunteer’s name]!
Dear [volunteer’s name],
I wanted to thank you for all of your amazing meal donations to the participants in our program. I’m sure your [meal they made] was delicious and greatly appreciated by the families who received it.
Besides the food you give them, you’re giving these families in need so much more. Showing them that you truly care about them and their well-being means the world.
We’re lucky to have amazing volunteers like you who allow our program to run and help fight food insecurity. For more volunteer opportunities, join our email list or check out our website, [include link to website].
If you have any questions or feedback about our volunteer program, please reach out to me. You can send me an email at [volunteer coordinator’s email address] or give me a call at [volunteer coordinator’s phone number].
Thanks again for providing meals to those and needs and for being a part of the [nonprofit’s name] community!
Sincerely,
[name]
[title]
[organization]
As with the other types of letters, make sure to be specific to each volunteer. In this case, indicating what type of food they made and when they donated it are ways to individualize the letter.
Additionally, explain how it’s more than just food that they’re providing for people. Cooking food for people who need it is a caring, selfless act that should be recognized as such. Let your volunteers know the scope of the difference they’re making.
FundraisingLetters.org is a project put together by Nexus Marketing and ECardWidget as a way to help individuals and organizations across the world effectively communicate with supporters. Feel free to use our fundraising letter templates for your organization.