Learn to write volunteer emails that inform, inspire, and drive participation for your non-profit.
Most volunteers never see half the messages you send; with average nonprofit email open rates hovering around 28%, nearly three-quarters of your carefully crafted communications disappear into digital oblivion. That's why every volunteer email you write needs to count, cutting through inbox clutter with precision and purpose.
Think about the last time you received a message that actually made you want to take action, one that spoke directly to your interests and offered clear value. Writing an effective volunteer email isn’t just about sharing information; it's about inspiring people to get involved and feel connected to your mission.
The difference between a forgettable message and one that drives engagement often comes down to personalization, emotional resonance, and a compelling call-to-action that volunteers can't resist.
Email remains the most effective way to communicate with volunteers despite the rise of social media and messaging apps—86% of nonprofits utilize email marketing as part of their outreach strategy. Your volunteer email delivers important information directly to volunteers’ inboxes, where they're more likely to see and act on it.
Many volunteers, especially those over 45, prefer email communication for scheduling and updates. Email gives you space to provide complete information while creating a record that volunteers can reference later.
Sending a thoughtful email about volunteering creates a personal connection that mass communications can't match. This direct approach helps build relationships that strengthen your volunteer program.
Did you know? Between 50 and 60% of people read emails on their smartphones, making mobile-friendly formatting essential for engagement.
Throughout a volunteer's experience, strategic emails serve as crucial touchpoints that maintain connection, provide clarity, and foster deeper engagement at exactly the right moments in their journey.
Each email touchpoint strengthens your relationship with volunteers and keeps them connected to your mission. The right message at the right time can transform a one-time helper into a long-term supporter, with research showing that volunteers who receive consistent, thoughtful communication are more likely to increase their commitment over time.
Writing a great volunteer email starts with intention; every word, sentence, and subject line should guide your reader toward action, connection, or clarity.
Before writing your email about volunteering, determine what specific action you want the reader to take. Do you need shift signups, feedback responses, or simply acknowledgment?
Your goal should shape every element of your message. Keep focused on this single objective rather than cramming multiple requests into one email.
Volunteers are busy people giving their time freely. Write your email volunteer messages with respect for their schedule and commitment.
Focus on how their participation creates impact, not just on what your organization needs. This approach makes volunteers feel valued rather than just utilized.
Most people scan emails, especially on mobile devices. Use this simple structure for volunteer emails:
Keep paragraphs to 1-2 sentences and use white space generously. This format helps volunteers grasp your message even when they're in a hurry.
Write as if you're speaking directly to the volunteer. Use "you" and "we" language that creates connection and community.
Avoid formal, institutional language that creates distance. A friendly, positive tone makes volunteers more likely to engage with your request.
Always tie your email back to the difference volunteers make. Include a brief impact statement or statistic that shows how their contribution matters.
This mission connection reminds volunteers why they chose your organization and motivates continued participation.
These ready-to-customize templates follow best practices for volunteer communication. Adapt them to your organization's voice and specific needs.
Subject: Ready to Make a Difference in Just a Few Hours?
Hi [First Name],
We're looking for amazing people to support [Program Name] this month—and you'd be perfect for the team.
You can choose a shift that fits your schedule, and every hour directly supports [impact statement, e.g., "local families in need"].
👉 Sign up for a shift today [Insert CTA Button or Link]
Thank you for being part of our mission, [Organization Name]
Subject: Welcome to the Team, [First Name]! 🎉
Hi [First Name],
We're excited to welcome you to [Organization Name]! Your time and energy make [mission statement or impact] possible.
To get started, please complete your onboarding checklist and choose your first volunteer shift.
👉 Start your onboarding now [Insert CTA Button or Link]
We'll be with you every step of the way. Let's do something extraordinary together!
—The [Organization Name] Team
Subject: Thank You, [First Name]—You Made a Big Impact
Hi [First Name],
Just a quick note to say thank you for all your support this month. Because of volunteers like you, we [brief stat or result—e.g., "served over 800 meals" or "cleared 10 miles of trail"].
Your time, energy, and heart matter, and we don't take it for granted.
💙 See the impact you helped create → [Link to newsletter, story, or photos]
Gratefully, [Staff Name or Team Name]
Ready to streamline your volunteer communications? Book a demo to see how VolunteerMatters can help.
Once you’ve nailed the structure of your message, these best practices will help ensure your volunteer emails are clear, engaging, and built to inspire action.
Using a volunteer's name and referencing their specific interests creates an immediate connection. Personalization shows you see them as individuals, not just names on a list.
Modern email tools make it easy to personalize at scale through segmentation and merge fields; segmented campaigns can achieve a 14-15% higher open rate than non-segmented campaigns. Even simple personalization makes your email for volunteer work stand out in a crowded inbox.
Most volunteers will scan your email in seconds before deciding whether to read further. A clear structure helps them find what matters quickly:
This approach works especially well for mobile readers, who make up the majority of email users today.
Your volunteer emails should sound like they come from a real person, not an institution. Write the way you'd speak to someone you respect and appreciate.
Use contractions, simple language, and an upbeat tone. Avoid jargon, formal phrasing, or overly complex sentences that create distance between you and your volunteers.
Volunteers want to know that their time makes a difference. Include specific impact statements that connect their efforts to meaningful outcomes:
These concrete examples motivate continued participation much more effectively than a generic “Thank you!”
Your subject line determines whether your email gets opened or ignored. Make it specific, action-oriented, and intriguing:
Avoid vague subjects like "Volunteer Update" or "Newsletter" that don't create urgency or interest.
Quick Tip: Testing different subject lines with small segments of your volunteer list can help you discover what drives the highest open rates for your specific audience.
Make it easy for volunteers to say "yes" by providing all the information they need upfront:
Clear, complete information reduces questions and removes barriers to participation.
With most emails now read on phones, mobile optimization is essential. Make sure your design is easy to read on smaller screens to ensure the best user experience for your volunteers.
Test your emails on different devices before sending to ensure they look good everywhere.
Templates save time and ensure consistency, but they shouldn't feel robotic. Create flexible frameworks for common email types like:
Leave room to customize details and add personal touches that make each message feel fresh. This way, your volunteers will feel like they're receiving email from a real person, not a bot.
Finding the right email cadence prevents volunteer burnout:
Consider combining multiple updates into digest formats rather than sending several separate emails.
Let volunteers choose what types of emails they receive and how often. Preference options might include:
This approach respects their time while ensuring they get information that matters to them.
Thoughtful volunteer emails build engaged communities that support your mission. Each message is an opportunity to inspire action and deepen commitment.
In this post, we covered the most effective times to send volunteer emails, how to write messages that get results, and best practices for structuring, personalizing, and automating your outreach. We also shared ready-to-use templates to help you hit the ground running.
VolunteerMatters simplifies volunteer communication with built-in email templates, automated reminders, and personalization tools. Our platform helps you send the right message to the right volunteer at the right time without the manual work.
Ready to transform your volunteer communications? Book a demo and discover how VolunteerMatters can help you build stronger relationships with your volunteers.
Practical tips and expert insights to help your organization recruit, onboard, and retain dedicated volunteers.
Nonprofits have to face a lot of difficulties, but their volunteer program shouldn’t be one of them. Volunteers should be one of the biggest assets every nonprofit organization has, but for many, it’s a consistent struggle and they’re not sure how to fix it.
