Staying connected with volunteers is critical to the success of your nonprofit. Whether it’s volunteer recruitment emails or just maintaining regular contact, set up automated email messaging to easily streamline the volunteer email process.
.webp)
.webp)
VolunteerMatters offers a comprehensive platform for admin-initiated volunteer email communications, with templates for various aspects of volunteer engagement. Administrators can send targeted, personalized emails for invitations, reminders, confirmations, onboarding, milestones, thank-you messages, and announcements based on volunteers' attributes, ensuring clear and effective communication throughout their journey.
Don’t worry about managing a separate message center for volunteer emails. All emails come directly from the VolunteerMatters admin in your organization, and all responses go to the appropriate inbox. This streamlines communication and keeps emails personal and easy for your team to manage.
Configure email reminders to be sent to your volunteers to keep them posted about upcoming assignments, effectively reducing no-shows. Schedule these reminders at intervals as you need them.
Gratitude goes a long way toward increasing engagement and strengthening connections with volunteers. Make sure to set up automated thank-you emails to acknowledge every volunteer's efforts after they complete an assignment for your organization.
Elevate the experience of volunteers working for your organization by encouraging them to share their feedback. Ask them to give their input in building a better work environment, and watch performance improve.
.webp)
Not sure where to start with your volunteer recruitment email, thank you message, or congrats? Use these example volunteer email templates for inspiration.
Email template for recruiting volunteers
Subject: Join Us to Make a Difference: Volunteer for [Project Name]!
Email Body:
Hello [Volunteer Name],
At [Organization Name], we are continuously working to make a meaningful impact through our programs and initiatives, and we couldn't do it without the dedication and passion of volunteers like you.
We’re excited to invite you to participate in a project that we believe matches your skills and passion:
Project Description:
[Project Description]
Schedule Details:
[Schedule Details]
Location:
[Project Location]
This initiative is at the heart of our mission to [Briefly Describe Organization’s Mission], and your involvement would significantly help us extend our reach and deepen our impact. Each volunteer brings unique strengths to our team, and based on your previous contributions and interests, we believe that this project is a great fit for you.
Why Volunteer With Us?
We would be thrilled to have you join us for this project. To learn more and sign-up, please click on the link below or reply directly to this email.
[Link to Volunteer Sign-Up Page or Additional Details]
Thank you for considering this opportunity to make a difference. We are looking forward to possibly having you on board for [Project Name] and seeing the impact we can make together!
Warm regards,
[Your Name]
[Your Position]
[Organization Name]
[Contact Information]
Template to say ‘well done!’
Subject: Congratulations on Your Incredible Achievement, [Volunteer Name]!
Email Body:
Dear [Volunteer Name],
We are thrilled to celebrate a fantastic milestone with you today! Your dedication and commitment to [Organization Name] have truly made a difference, and we want to recognize your outstanding contributions.
Your efforts have not only contributed significantly to our mission of [Brief Description of Organization’s Mission] but have also set a wonderful example for all our volunteers.
We are so proud to have you as a part of our community and look forward to seeing what you will accomplish next. Your enthusiasm and hard work inspire us all!
As a token of our appreciation, [mention any recognition they will receive, such as a certificate, public acknowledgment, or a small gift].
Please feel free to share your experience and encourage others to join us in making a difference. Every hour and every effort counts towards achieving our shared goals.
Thank you once again for your incredible dedication. We are immensely grateful for your support and enthusiasm.
Warmest congratulations,
[Your Name]
[Your Position]
[Organization Name]
[Contact Information]
A simple ‘thanks’ can mean a lot
Subject: Thank You for Making a Difference, [Volunteer Name]!
Email Body:
Dear [Volunteer Name],
We want to extend our heartfelt thanks for your recent volunteer efforts with [Organization Name]. Your dedication and hard work have made a real impact, and we are incredibly grateful for your support.
Your Contribution:
Volunteers like you are the backbone of our organization, and your willingness to give your time and talents drives us forward.
Give us Your Feedback
We always strive to improve our volunteer program and would love to hear about your experience. Please take a moment to click this link and answer a quick 3-question poll. Your feedback is invaluable to us and will help us enhance our programs.
We hope you found the experience rewarding and fulfilling. We certainly value your participation and would love to see you involved in future projects. Please stay tuned for upcoming opportunities!
Again, thank you for your generosity and commitment. We are lucky to have you as part of our community.
With gratitude,
[Your Name]
[Your Position]
[Organization Name]
[Contact Information]
Get the answers to the most commonly asked questions. If you need more information, don't hesitate to reach out at info@volunteermatters.com.
VolunteerMatters has helped countless organizations enhance their volunteer management processes, leading to increased efficiency and impact.
Our software has enabled nonprofits to save time, engage volunteers more effectively, and streamline operations, ultimately allowing them to focus on their core mission.
.webp)
Organizations that actively invite volunteers to return can see significant improvements in volunteer retention rates. Research indicates that personalized communication, such as invitations to return and participate in future opportunities, can increase volunteer retention significantly. 92% of volunteers using the VolunteerMatters platform are repeat volunteers.
On average, VolunteerMatters customers manage 20 times more volunteers, administrators, and locations than typical charitable organizations. Our platform is tailored for mature volunteer programs that require high scalability and complexity.
VolunteerMatters transforms this critical process with a comprehensive automated system for volunteer onboarding. Our platform ensures every step—from applications and electronic agreements to background checks and online training—is streamlined and auditable. This automation increases policy compliance by an astounding 300%, safeguarding your organization and ensuring the safety and reliability of your volunteer workforce.
(and we love them right back)
Working with VolunteerMatters has proven to enhance our engagement, and has improved reporting capabilities for our agency. By efficiently tracking volunteer activities and preferences, we can better match volunteers with opportunities and demonstrate their impact to stakeholders, ultimately strengthening our mission.
Our largest fundraiser requires the use of over 300 volunteers over a period of 3-4 weeks. VolunteerMatters allows us to manage these and other volunteer shifts efficiently. It reduces the staffing burden of management by allowing volunteers to sign up for shifts. It gives management a quick view of the staffing levels. And it allows for feedback from volunteers for process improvement.
We love partnering with VolunteerMatters. VolunteerMatters is a great tool to help keep all operations running and organized. We love that volunteers can see the calendar and volunteer opportunities and sign up on their own and manage their own schedule. Also we love the fact that we can send group emails. It really helps keep our volunteers informed. Great communication tools. The support has also been great with VolunteerMatters.
Before VolunteerMatters, we did not have any other software program to manage our volunteers. We did it all by hand, and to tell you the truth it was sort of a mess. We had files for every volunteer, but we were not able to systematically keep track of what volunteers needed or achieved. With Volunteer Matters, life has been simplified. We are even using the system to track demographics and impact metrics!
In the last 5 months I have been able to easily correspond with our volunteers, create shifts for them to sign up for, and am able to track hours of dedication from the amazing people who volunteer for us. This software saves me countless hours each month that I used to spend manually entering info into spreadsheets. I am so thrilled by it and can now focus on creating new avenues for our volunteers to continue impacting our community.
VolunteerMatters historically has had a fantastic relationship with the YUSA and local YMCA’s throughout the country. They provide a streamlined process that can be fitted to each volunteer role which I’m thankful for! It is a detailed software that understands the value of onboarding, training and managing volunteers.
Some of the benefits we’ve seen so far is that it’s made communicating with our volunteers easy and efficient, which has allowed us to be more thoughtful and intentional in our messaging. It has also automated many processes for our volunteer coordinators which has made space for them to build deeper relationships with our volunteers and target more larger scale projects!
We have been working with VolunteerMatters for two years now and love it! We are able to prepare reports, record accurate data and have our volunteers submit their hours through this data software which has made a big difference in convenience for our staff and our volunteers.
We chose VolunteerMatters because it allowed us to do more things which were effective for time management and it provided a bit of cost savings each year in not having to upgrade software and buy separate licenses for each staff member.
We are grateful for the VolunteerMatters software that has made our work more efficient. We appreciate the customer support such as our assigned Success Coach who listens to our questions and provides answers and guidance as we use new features in the database.
VolunteerMatters through a local Los Angeles-based YMCA site. VolunteerMatters was touted as an 'amazing software for all volunteer needs.' Compared to our old software set-up, VolunteerMatters has consolidated three separate software/platforms into one! We can now accept applications, forms/waivers, and shift sign-ups all within VolunteerMatters. With several hundred volunteers supporting the shelter, switching to VolunteerMatters will save us so much time and energy.
Given the tremendous growth we've experienced over the pandemic, I wanted a platform that had the infrastructure to be more than a scheduling tool. VolunteerMatters also acts as a volunteer hub for OUTMemphis. And with volunteers being one of our foundational values, it's been easy to create a space where any questions can be answered, new opportunities can be viewed without a login, and all volunteer communication can be consolidated in one place.
VolunteerMatters gives us a solid platform to post our available volunteer positions, creating better organization and a sense of belonging to a community.
Ease of management and volunteer tracking. With the number of volunteers we need for our programs, we need an easy way to manage them.
We were using Playerspace, it was not a good fit for volunteer management for the types of programs we were running.
We chose VolunteerMatters because it was a recommendation from YUSA and other Y’s that use the software.
VolunteerMatters has helped us to mobilize our community to end homelessness with immediate opportunities from people of all ages to get involved!
VM has given us the opportunity to engage with the community on higher levels! It allows folks to see exactly how they can get involved with HC and sign-up for a specific job that meets their skills! We are truly grateful for VM and all their hard work for helping us get the best volunteer program available!
I can already see how much time it saves me as the manager of the volunteer program. For our volunteers, it streamlines the sign-up process, providing them with more information about the shifts or projects upfront, and it automatically tracks their hours, eliminating the need for manual tracking as they used to do.
Much of our mission is accomplished through grants for funding. Tracking volunteer work hours and efforts is essential to accounting for that grant funding. VolunteerMatters nails it, hands down! We can report to our funding partners every step of the way with work projects all year long.
Prior to VolunteerMatters we used a paper onboarding system supported with an Excel spreadsheet. We compared you to many other software programs. We made this switch to Volunteer Matter for its ease of use, customization and strong support system. It was clearly the best value for the services we needed. It has proven to be an excellent choice and we continue to receive amazing ongoing support.
Having a standardized way to handle the influx of volunteers has proved invaluable as we experience a high volume of volunteers being located near two major public universities. Instead of being reliant on paper and email, VolunteerMatters has allowed us to transition to a facility that is able to handle a high influx of registrants for volunteering with a clear and simple process to do so.
An association our size needed an official program or software to manage the thousands of volunteers that serve annually. The benefits have included organized volunteer opportunity postings, tracking of volunteer info, expiration reminders on CBCs/trainings/etc, and has improved our record keeping.
Prior to VolunteerMatters we used multiple different vendors to run the CBCs over the years. Everything else was done in the branch individually and we had no formal tracking program or postings for volunteer opportunities. VolunteerMatters has really streamlined the process.
VolunteerMatters is user friendly for both administrators and Volunteers, it provides the pertinent Volunteer data we need, and it makes it easy for us to keep Volunteers engaged and included in our mission. The main benefits we have experienced are increased efficiency and organization. We now have more time to address other tasks and duties.
VolunteerMatters assists our staff in recruiting and onboarding new volunteers. Once a volunteer completes the onboarding process, they are able to begin their volunteer journey with one or more of our 40 club locations.
The Reporting aspects of VolunteerMatters is what sold us! The Feedback feature, for example, is a great tool that has already helped us enhance our volunteer experience!
VolunteerMatters opened up possibilities that were not previously available to us. A lot of the frustrations that I had were alleviated with our VolunteerMatters partnership. From the customizable website, hands-on customer service, and top-notch tech support, this is what I was looking for to take us to the next level of impact.
VolunteerMatters enables our agency staff to create volunteer projects for broad or focused audiences and allows volunteers to engage with us on projects that match their interests, abilities and credentials on a platform that's accessible and easy to use.We did not have any digital volunteer software prior to choosing VolunteerMatters. We appreciate the customization it allows, its ability to grow with us as our program expands, and the great customer support and online resource center.
We were blown away with VolunteerMatters’ capabilities, ease of use, and research-based approach to volunteer management. The support along the way has also been extremely helpful in making sure we are set up for success not only from an administrative standpoint, but also from the user’s end.
We switched to VolunteerMatters as we needed a platform that would allow us to work easily with large corporations looking for volunteer opportunities. Since we switched, we have had a higher turn out and retention rate of volunteers than ever before.
Volunteerism has been at the core of the Y since our founding. We chose VolunteerMatters to work with because we know we only have one chance to make a positive first impression.
We felt VolunteerMatters understood our world and would work hard to make sure our volunteers had a positive experience when signing up or gathering information on what they wanted to help us with.
VolunteerMatters is a convenient resource for the volunteers to find details and updates regarding their assignments as well as an avenue for Farm Rescue to communicate our needs to specific groups of volunteers using the report filtering tools within the software.
We selected VolunteerMatters due to its background in YMCA volunteerism, the positive feedback we received from other associations that had already begun using the system, and the excellent customer service provided by all members of the VolunteerMatters team from Support all the way to the President.
VolunteerMatters will help us streamline our application process, eliminating a dated system that was neither simple nor efficient. VolunteerMatters will not only make the volunteer experience more enjoyable for our current volunteers, but it will also allow us to better recruit new volunteers.
I was looking for a way to streamline volunteer assignment signups, communications with volunteers, and collect volunteer feedback. I’ve already received feedback from our volunteers that they appreciate the ease of signing up for shifts and tracking their hours.
It has been great to be able to pull up rosters for annual programs. Being able to email everyone who worked on a project the previous year to see if they want to return and help us the next year is very convenient for us and our volunteers.
Our VolunteerMatters portal allows us to communicate with volunteers and store data in a really dynamic way. The interface is user-friendly for staff and volunteers alike and the learning management system integration is exactly what we were looking for!
Having this easy-to-use volunteer portal has made our volunteer program more approachable to people across the city of Denver. It has also made it easier for us to promote new volunteer opportunities to our community.
We are already more organized and able to move volunteers through our process much more quickly and efficiently, all while ensuring that every volunteer has completed the required policy review and approval, safety training, and background check screenings. We just went through our first round of annual reminders to volunteers, and that automated process was very helpful in making sure that our volunteers have refresher training and new background checks each year.
We learned quickly we needed a better way to advertise volunteer openings to the public and process clearances. VolunteerMatters allows us to do that in a clean and organized way, allowing staff to focus on programming rather than administrative tasks
VolunteerMatters has helped provide structure, from contacts and credential tracking to project setup and volunteer metrics.
Working with VolunteerMatters has proven to enhance our engagement, and has improved reporting capabilities for our agency. By efficiently tracking volunteer activities and preferences, we can better match volunteers with opportunities and demonstrate their impact to stakeholders, ultimately strengthening our mission.
Our largest fundraiser requires the use of over 300 volunteers over a period of 3-4 weeks. VolunteerMatters allows us to manage these and other volunteer shifts efficiently. It reduces the staffing burden of management by allowing volunteers to sign up for shifts. It gives management a quick view of the staffing levels. And it allows for feedback from volunteers for process improvement.
We love partnering with VolunteerMatters. VolunteerMatters is a great tool to help keep all operations running and organized. We love that volunteers can see the calendar and volunteer opportunities and sign up on their own and manage their own schedule. Also we love the fact that we can send group emails. It really helps keep our volunteers informed. Great communication tools. The support has also been great with VolunteerMatters.
Before VolunteerMatters, we did not have any other software program to manage our volunteers. We did it all by hand, and to tell you the truth it was sort of a mess. We had files for every volunteer, but we were not able to systematically keep track of what volunteers needed or achieved. With Volunteer Matters, life has been simplified. We are even using the system to track demographics and impact metrics!
In the last 5 months I have been able to easily correspond with our volunteers, create shifts for them to sign up for, and am able to track hours of dedication from the amazing people who volunteer for us. This software saves me countless hours each month that I used to spend manually entering info into spreadsheets. I am so thrilled by it and can now focus on creating new avenues for our volunteers to continue impacting our community.
VolunteerMatters historically has had a fantastic relationship with the YUSA and local YMCA’s throughout the country. They provide a streamlined process that can be fitted to each volunteer role which I’m thankful for! It is a detailed software that understands the value of onboarding, training and managing volunteers.
Some of the benefits we’ve seen so far is that it’s made communicating with our volunteers easy and efficient, which has allowed us to be more thoughtful and intentional in our messaging. It has also automated many processes for our volunteer coordinators which has made space for them to build deeper relationships with our volunteers and target more larger scale projects!
We have been working with VolunteerMatters for two years now and love it! We are able to prepare reports, record accurate data and have our volunteers submit their hours through this data software which has made a big difference in convenience for our staff and our volunteers.
We chose VolunteerMatters because it allowed us to do more things which were effective for time management and it provided a bit of cost savings each year in not having to upgrade software and buy separate licenses for each staff member.
We are grateful for the VolunteerMatters software that has made our work more efficient. We appreciate the customer support such as our assigned Success Coach who listens to our questions and provides answers and guidance as we use new features in the database.
VolunteerMatters through a local Los Angeles-based YMCA site. VolunteerMatters was touted as an 'amazing software for all volunteer needs.' Compared to our old software set-up, VolunteerMatters has consolidated three separate software/platforms into one! We can now accept applications, forms/waivers, and shift sign-ups all within VolunteerMatters. With several hundred volunteers supporting the shelter, switching to VolunteerMatters will save us so much time and energy.
Given the tremendous growth we've experienced over the pandemic, I wanted a platform that had the infrastructure to be more than a scheduling tool. VolunteerMatters also acts as a volunteer hub for OUTMemphis. And with volunteers being one of our foundational values, it's been easy to create a space where any questions can be answered, new opportunities can be viewed without a login, and all volunteer communication can be consolidated in one place.
VolunteerMatters gives us a solid platform to post our available volunteer positions, creating better organization and a sense of belonging to a community.
Ease of management and volunteer tracking. With the number of volunteers we need for our programs, we need an easy way to manage them.
We were using Playerspace, it was not a good fit for volunteer management for the types of programs we were running.
We chose VolunteerMatters because it was a recommendation from YUSA and other Y’s that use the software.
VolunteerMatters has helped us to mobilize our community to end homelessness with immediate opportunities from people of all ages to get involved!
VM has given us the opportunity to engage with the community on higher levels! It allows folks to see exactly how they can get involved with HC and sign-up for a specific job that meets their skills! We are truly grateful for VM and all their hard work for helping us get the best volunteer program available!
I can already see how much time it saves me as the manager of the volunteer program. For our volunteers, it streamlines the sign-up process, providing them with more information about the shifts or projects upfront, and it automatically tracks their hours, eliminating the need for manual tracking as they used to do.
Much of our mission is accomplished through grants for funding. Tracking volunteer work hours and efforts is essential to accounting for that grant funding. VolunteerMatters nails it, hands down! We can report to our funding partners every step of the way with work projects all year long.
Prior to VolunteerMatters we used a paper onboarding system supported with an Excel spreadsheet. We compared you to many other software programs. We made this switch to Volunteer Matter for its ease of use, customization and strong support system. It was clearly the best value for the services we needed. It has proven to be an excellent choice and we continue to receive amazing ongoing support.
Having a standardized way to handle the influx of volunteers has proved invaluable as we experience a high volume of volunteers being located near two major public universities. Instead of being reliant on paper and email, VolunteerMatters has allowed us to transition to a facility that is able to handle a high influx of registrants for volunteering with a clear and simple process to do so.
An association our size needed an official program or software to manage the thousands of volunteers that serve annually. The benefits have included organized volunteer opportunity postings, tracking of volunteer info, expiration reminders on CBCs/trainings/etc, and has improved our record keeping.
Prior to VolunteerMatters we used multiple different vendors to run the CBCs over the years. Everything else was done in the branch individually and we had no formal tracking program or postings for volunteer opportunities. VolunteerMatters has really streamlined the process.
VolunteerMatters is user friendly for both administrators and Volunteers, it provides the pertinent Volunteer data we need, and it makes it easy for us to keep Volunteers engaged and included in our mission. The main benefits we have experienced are increased efficiency and organization. We now have more time to address other tasks and duties.
VolunteerMatters assists our staff in recruiting and onboarding new volunteers. Once a volunteer completes the onboarding process, they are able to begin their volunteer journey with one or more of our 40 club locations.
The Reporting aspects of VolunteerMatters is what sold us! The Feedback feature, for example, is a great tool that has already helped us enhance our volunteer experience!
VolunteerMatters opened up possibilities that were not previously available to us. A lot of the frustrations that I had were alleviated with our VolunteerMatters partnership. From the customizable website, hands-on customer service, and top-notch tech support, this is what I was looking for to take us to the next level of impact.
VolunteerMatters enables our agency staff to create volunteer projects for broad or focused audiences and allows volunteers to engage with us on projects that match their interests, abilities and credentials on a platform that's accessible and easy to use.We did not have any digital volunteer software prior to choosing VolunteerMatters. We appreciate the customization it allows, its ability to grow with us as our program expands, and the great customer support and online resource center.
We were blown away with VolunteerMatters’ capabilities, ease of use, and research-based approach to volunteer management. The support along the way has also been extremely helpful in making sure we are set up for success not only from an administrative standpoint, but also from the user’s end.
We switched to VolunteerMatters as we needed a platform that would allow us to work easily with large corporations looking for volunteer opportunities. Since we switched, we have had a higher turn out and retention rate of volunteers than ever before.
Volunteerism has been at the core of the Y since our founding. We chose VolunteerMatters to work with because we know we only have one chance to make a positive first impression.
We felt VolunteerMatters understood our world and would work hard to make sure our volunteers had a positive experience when signing up or gathering information on what they wanted to help us with.
VolunteerMatters is a convenient resource for the volunteers to find details and updates regarding their assignments as well as an avenue for Farm Rescue to communicate our needs to specific groups of volunteers using the report filtering tools within the software.
We selected VolunteerMatters due to its background in YMCA volunteerism, the positive feedback we received from other associations that had already begun using the system, and the excellent customer service provided by all members of the VolunteerMatters team from Support all the way to the President.
VolunteerMatters will help us streamline our application process, eliminating a dated system that was neither simple nor efficient. VolunteerMatters will not only make the volunteer experience more enjoyable for our current volunteers, but it will also allow us to better recruit new volunteers.
I was looking for a way to streamline volunteer assignment signups, communications with volunteers, and collect volunteer feedback. I’ve already received feedback from our volunteers that they appreciate the ease of signing up for shifts and tracking their hours.
It has been great to be able to pull up rosters for annual programs. Being able to email everyone who worked on a project the previous year to see if they want to return and help us the next year is very convenient for us and our volunteers.
Our VolunteerMatters portal allows us to communicate with volunteers and store data in a really dynamic way. The interface is user-friendly for staff and volunteers alike and the learning management system integration is exactly what we were looking for!
Having this easy-to-use volunteer portal has made our volunteer program more approachable to people across the city of Denver. It has also made it easier for us to promote new volunteer opportunities to our community.
We are already more organized and able to move volunteers through our process much more quickly and efficiently, all while ensuring that every volunteer has completed the required policy review and approval, safety training, and background check screenings. We just went through our first round of annual reminders to volunteers, and that automated process was very helpful in making sure that our volunteers have refresher training and new background checks each year.
We learned quickly we needed a better way to advertise volunteer openings to the public and process clearances. VolunteerMatters allows us to do that in a clean and organized way, allowing staff to focus on programming rather than administrative tasks
VolunteerMatters has helped provide structure, from contacts and credential tracking to project setup and volunteer metrics.
Practical tips and expert insights to help your organization recruit, onboard, and retain dedicated volunteers.
Nonprofits have to face a lot of difficulties, but their volunteer program shouldn’t be one of them. Volunteers should be one of the biggest assets every nonprofit organization has, but for many, it’s a consistent struggle and they’re not sure how to fix it.
