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],
As you may have heard, 30 families lost their homes in the fire that spread throughout the west side of the city. While we have not had a shortage of donations, we do need some help packing the relief goods for distribution and assisting the families as they settle in their temporary living quarters.
You have shown much passion for volunteering in the past, so we would like to ask if you could offer some of your time for the benefit of these families. Should you be willing to extend your services, one of our social workers will be happy to orient you to the tasks at hand. Just call us at 434-3434 for more information. Thank you very much for any assistance you can give!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to request volunteers to pack relief goods.
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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