- Appreciating the reader on an accomplishment would motivate him or her to achieve more. A written appreciation has more impact than casual verbal comments. Use a positive tone to encourage and boost the reader's enthusiasm to excel.
- Appreciate the achievement of the reader.
- Encourage the reader for further accomplishments.
- Offer any required help. Express your confidence in the reader's future endeavors.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am very thankful to all those who volunteered at the Tampa Free Clinic. It is because of people like you that the clinic is still functioning. Previously, the hospital managed to help around 4000 patients.
I am very confident that you will be there to help us next year as well. Please donate one two-hour shift per month and please ask your coworkers to volunteer as well. Every member is a great benefit to us. Thank you for your efforts.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to volunteers encouraging future participation.
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.