GUIDELINES
- When you tell the reader about any individual contributions he/she can make, avoid flattery. You should be sincere while mentioning these things. Clarify to the reader that the position doesn't pay anything, it's voluntary.
- 1Tell the reader that some voluntary service is required.
- Request the services of the reader.
- Mention why they are suitable for providing their voluntary services.
- Explain the requirements of the position in details. Alternately, you can offer to set a meeting to discuss everything about the position.
- Request a response from the reader or you can also schedule a follow-up.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you very much for expressing your intention to help. After the last tornado, hundreds of families were left homeless and could certainly use every bit of help they can get. We have already received a lot of supplies and food, but we will need able hands to help us pack them for distribution.
The first batch will be packed by Friday of this week. Please let us know if you can make it to the warehouse on Thursday at 8 in the morning. If you need further information, you may contact us at 434-3434 anytime. We are looking forward to hearing from you!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to request more volunteers.
Further things to consider when writing request letters to volunteers
Request Letters
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Volunteers
Letters to volunteers are letters written to people who freely offer to undertake a task or take part in an enterprise. The recipient of such letters can be any person who wishes to contribute his/her effort, time, or even money for a cause without expecting anything in return. Letters calling for volunteers need to be concise, clear, and to the point. Your letter is unlikely to hold a volunteer's attention if it is six pages long with every detail about the work or event. It is, therefore, advisable to include only the details the recipient needs to decide whether to pitch in or not.
Letters to volunteers should be formal and must follow the normal business letter format. Begin your letter by thanking the recipient for his/her continued support. State the reason you need the recipient's services or contribution and the cause your work will be supporting. If you are running an event, mention what it entails and when it will take place. Describe the kind of commitment you are looking for; whether you just require help for one day or need an ongoing commitment. Provide your contact details and close by thanking the recipient for his/her time.
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