Start Recruiting Amazing Volunteers—Use This Email Template

Payal Rao

Jun 17, 2025

Volunteers are the force behind every successful nonprofit. From assisting with outreach, event volunteering, to sharing specialized skills, their work equals a direct effect in the lives we want to touch.

But let’s be honest—getting new volunteers in the door isn’t always a cakewalk. The trick? A clear, compelling, and personal invitation.

That is why we’re providing you with a complimentary, downloadable volunteer recruitment email template you can start using today.

Why Email Still Works?

Even in the social media era, email is still one of the most effective methods of recruiting volunteers. Why?

It’s personal
It’s straightforward
It opens up space for intense interaction
It allows you to define clearly opportunities, expectations, and impact

With the appropriate words, your email can turn interest into commitment.

Before You Press “Send”: Essential Volunteer Email Ideas

To obtain the optimal reaction:

Use a bold subject header that generates interest
Be specific about the event, role, or time commitment
Include a low friction sign-up link

Additional Tips:

Maintain warm, confident, and mission-focused tone
Highlight real benefits (e.g., flexibility, learning skills, or social influence)

And, below is the ready-to-use template that you can customize and share with your audience or contacts.

Volunteer Recruitment Email Template

Note: When using the original document file, create a copy first to edit. In Google Docs, navigate to “File” > “Make a Copy.”

Download the template

Subject Line Options

Make a Difference: Volunteer with [Organization Name]
Volunteers Needed! Join us at [Event]
Seeking a Means to Return the Favor? This is Your Opportunity
Love [Graphic Design, Gardening, Animals, etc.]? Sign Up to Volunteer at [Organization Name or Event]

Email Body

Dear [First Name],

We’ve got some fantastic things happening at [Organization Name], and we’d be delighted to have your help!

We require wonderful volunteers to assist at [event/project name] on [event date(s)]. If you’ve volunteered with us in the past or would be a first-time volunteer with us, we look forward to having you help out on the team.

We’re currently looking for volunteers to assist with:
[Link to Volunteer Opportunity #1]
[Link to Volunteer Opportunity #2]
[Link to Volunteer Opportunity #3]

As a volunteer, you’ll be making a tangible impact for [Organization’s cause]. We’re dedicated to living our mission of [Organization’s mission], and we couldn’t do it without people like you who are passionate about making a difference.

Ready to Join Us?

It is easy to become a volunteer! Simply click the link here: [Insert Volunteer Signup Link or Button]

What Can You Expect:

Flexible shifts that fit your schedule
Support and training to leave you feeling confident
The opportunity to actually make a difference – take a look at what we’ve been up to and [Volunteer Name]’s experience here: [link to volunteer testimonial]

Still got questions? Contact me at [your email] or [your phone number]—I’m here to assist you!

Thank you so much for thinking of joining us on this journey. We appreciate your time and love and hold dear every precious hour that you give.

Sincerely,
[Your Name]
[Your Title]
[Organization Name]
[Phone] | [Email] | [Website]

How to Send Personalized Emails to Your Volunteers?

We all know that personalized emails respond better—using a volunteer’s name or making the message relevant to their interests is a real game-changer.

But what if you have to send hundreds of emails? How do you make them personal without spending hours on each email?

The answer is clever email software.

Tools such as AlmaShines allow you to personalize emails in a flash by automatically filling in the following details:

First and last names
Membership level
Event name
Event date
Event location
Custom event links
Your organization’s contact info

This way, each volunteer receives a message that feels specifically tailored to them, increasing your chances of receiving a “yes.”

Want to build lasting connections with your volunteers?
Read our Volunteer Engagement Strategy Guide to learn how to welcome and retain them effectively.

Discover AlmaShines Today!

Want to streamline your volunteer recruitment and nonprofit management? AlmaShines offers powerful features like automated email campaigns, event promotion, member management, and fundraising tools—all designed to make your work easier.

Explore how AlmaShines can support your mission

Closing Thoughts: Welcome with Purpose

Remember: this is not an invitation—this is an opportunity to add more heart, hands, and energy to your mission. Use this template and make it your own. The more personal and written in the voice of your organization, the better.

Let’s keep building the strong communities—one powerful message at a time.