Knowing How To Write An Email For The Volunteer Role is super important, especially if you’re hoping to land a volunteer gig. Volunteering looks great on college applications and helps you build awesome skills. Whether you’re reaching out to a non-profit or responding to a volunteer opportunity, a well-crafted email can be the key to getting your foot in the door. This guide will walk you through the essential elements, ensuring your email stands out for all the right reasons.
Crafting Your Email: The Basics
When you’re sending an email about a volunteer position, you want to make a good impression. This means being clear, polite, and professional. Think of your email as your first introduction to the organization.
Here’s a breakdown:
- Subject Line: Make it clear what your email is about. Something like “Volunteer Application - [Your Name]” or “Inquiry About Volunteer Opportunity at [Organization Name]” works great.
- Greeting: Start with a polite greeting, such as “Dear [Hiring Manager Name]” or “To Whom It May Concern.” If you don’t know the name, “Dear Volunteer Coordinator” is a safe bet.
- Body: This is where you get into the details.
- Closing: End with a professional closing, like “Sincerely,” or “Thank you,” followed by your name.
- Contact Information: Include your phone number and email address in your signature, just in case.
Make sure your email is easy to read. Use short paragraphs, proper grammar, and avoid slang. A well-written email shows that you care about the opportunity and pay attention to detail. Proofread everything before you send it!
Remember to always be enthusiastic and show your interest in the cause or organization. This enthusiasm can go a long way in convincing them to take you on as a volunteer. Also, remember that while volunteering doesn’t always have monetary rewards, showing you are thankful for their time and opportunity can be beneficial.
Email Example: Expressing Interest in a General Volunteer Role
Subject: Volunteer Application - [Your Name]
Dear [Hiring Manager Name],
I am writing to express my interest in volunteering at [Organization Name]. I came across your organization while researching community service opportunities, and I am very impressed with the work you do to [mention their mission or a specific project that interests you].
I am a [Your Age/Grade Level] at [Your School] and I am eager to contribute my time and skills to help your organization. I am particularly interested in [mention a specific area or task if you know one, e.g., helping with events, assisting with administrative tasks, or working directly with clients/animals]. I am a [describe yourself briefly – e.g., responsible, enthusiastic, a good listener].
I am available to volunteer [mention your availability – e.g., on weekends, after school, for a few hours a week]. I have attached my resume/information for your review, but it should be noted that I do not have a resume at my age. I am excited at the prospect of discussing how I can contribute. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Email Example: Responding to a Specific Volunteer Opportunity Advertisement
Subject: Volunteer Application - [Your Name] - [Role Name from Ad]
Dear [Hiring Manager Name/Contact Person],
I am writing to apply for the [Role Name] volunteer position advertised on [Where you saw the ad – e.g., your website, school bulletin board, etc.]. I am very enthusiastic about the opportunity to contribute to [Organization Name] and support your mission of [briefly mention their mission].
The advertisement mentioned that volunteers in this role would be [list 2-3 key responsibilities from the ad]. I am confident that my skills and experience in [mention relevant skills or experiences, e.g., working with people, organizing events, data entry] align well with these requirements. For example, [Provide one brief example of a relevant skill].
I am available to volunteer [state your availability]. I have attached my resume for your review, and I am eager to learn more about the role and how I can help. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Email Example: Following Up on a Volunteer Application
Subject: Following Up - Volunteer Application - [Your Name]
Dear [Hiring Manager Name/Contact Person],
I hope this email finds you well.
I am writing to follow up on my volunteer application for [Role Name or General Volunteer] submitted on [Date of Application]. I am very interested in the opportunity to volunteer with [Organization Name] and believe my skills in [mention 1-2 skills] would be a valuable asset to your team.
I understand you are likely busy, but I wanted to reiterate my interest and inquire about the status of my application. Please let me know if there is any further information I can provide. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Email Example: Thanking for a Volunteer Interview
Subject: Thank You - Volunteer Interview - [Your Name]
Dear [Hiring Manager Name/Interviewer Name],
Thank you for taking the time to interview me yesterday regarding the volunteer opportunity at [Organization Name]. I thoroughly enjoyed learning more about [mention something specific you learned from the interview].
I am even more excited about the prospect of volunteering with your organization after our conversation. I am confident that my skills and enthusiasm align well with your needs. I am available to start immediately and would welcome the opportunity to contribute to [Organization Name]’s mission.
Please let me know if you require any further information from me. Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Email Example: Declining a Volunteer Offer (Politely)
Subject: Volunteer Opportunity - [Your Name]
Dear [Hiring Manager Name/Contact Person],
Thank you so much for offering me the volunteer position at [Organization Name]. I truly appreciate your time and consideration.
After careful consideration, I have decided to pursue other opportunities at this time. I apologize for any inconvenience this may cause.
I would like to express my sincere gratitude for the time you invested in me. I wish [Organization Name] all the best in your endeavors.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Email Example: Requesting a Letter of Recommendation
Subject: Letter of Recommendation Request - [Your Name]
Dear [Volunteer Supervisor Name/Contact Person],
I hope this email finds you well.
I am writing to request a letter of recommendation from you. I volunteered with [Organization Name] from [Start Date] to [End Date] and I believe my experiences there have given me many valuable skills.
I am applying for [Specific application for which you need a letter - e.g., a summer program, scholarship, another volunteer position, etc.]. The deadline for submission is [Date]. I have attached my resume/information for your reference, which details my volunteer experience and I can also share other information that might be helpful in the writing of the letter.
I would be very grateful if you would consider writing a letter of recommendation for me. Please let me know if you are able to, and if so, what information you might need from me. Thank you very much for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Writing emails for volunteer roles doesn’t have to be scary. By following these tips and using the example templates, you can create emails that get you noticed. Be yourself, show your enthusiasm, and proofread carefully. Good luck with your volunteer applications!