- If a written appreciation is given to the reader, it gives a documented proof of his or her efforts. Keep in mind that the reader could share this letter. Mention about the positive things about the past or the future work. Do not include any kind of critical comments.
- Encourage the reader in circumstances that demands motivation.
- Mention the required instructions or suggestions for such situations as appropriate. Offer to assist if need be.
- End with a positive expression.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to remind all volunteers for the benefits concert to be held in the children's ward at the local hospital that our concert date is coming up. However, we still lack in pledges, specifically for food and for equipment to be used in the performances. We want to encourage each and every one of you to keep on doing your best for the sake of all the sick children at the hospital. Additional sponsors are highly appreciated, and we thank each one of you who have pitched in to help make this event possible. Let's do our best!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter of motivation and encouragement. Sample letter.
Further things to consider when writing encouragement letters to volunteers
Encouragement letters are letters you write to give someone confidence, support, and hope. Such letters are written to motivate people to do something that seems impossible or give them hope during difficult times. The objective of encouragement letters is to put a smile on people's face and help them have a positive outlook when facing a difficult situation. If drafted honestly, and passionately, these letters can have a powerful impact on others and encourage them to do greater things.
Encouragement letters are often prompted by circumstances that need to be endured. Therefore sincerity is important when writing them. Be truthful and practical. If you do not believe that the recipient can get through the situation, do not tell them that they can. Maintain a positive tone and focus on what can be achieved. Avoid strong language that may discourage the recipient. Mention the required suggestions or instructions for such situations. Clearly express your support and encourage the recipient to go ahead with his/her decision. Motivate the recipient and inspire him/her to reach his goal. Keep the letter short and to the point and avoid adding unnecessary details. End on a positive note and offer to give assistance if needed.
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.