Volunteer thank you letters: Creating the perfect message to thank your volunteers

Woman writing thank you letter

Sample volunteer thank you message

Subject: A Heartfelt Thanks to You, [volunteer’s name]!

Dear [volunteer’s name],

I am writing to express my deepest gratitude for your invaluable contribution to [describe what the volunteer did]. Your efforts played a pivotal role in the success of [explain the outcome of the event or project they helped with and their specific impact]. We truly couldn’t have achieved this without your dedication and hard work.

[If appropriate, detail how the volunteer’s work aligns with and supports your overall mission or cause].

Your exceptional commitment was particularly evident during [event or project they helped with, if applicable], and we would be thrilled to have your assistance again in the future. Should you be interested, please do have a look at our forthcoming events and volunteer opportunities on our website, [include the link to events page here]. We would be delighted to welcome you back.

Should you wish to provide feedback or if you have any queries regarding [name of your organisation], please feel free to contact us at [volunteer coordinator’s email address] or ring us at [volunteer coordinator’s phone number].

Once again, thank you ever so much for your tremendous support and hard work.

Yours sincerely,




Sending a volunteer thank you letter? Here are some best practices:

  1. Set the tone
  2. Make it meaningful
  3. Celebrate milestones
  4. Connect emotionally
  5. Express gratitude and look forward

1. Opening - Setting the tone

The opening paragraph of your thank you letter sets the tone for the entire message. It begins with a warm greeting, followed by a heartfelt expression of gratitude for the volunteer's time and dedication. The aim is to create an immediate connection and appreciation for their efforts.

2. Personalisation - Making it meaningful

As mentioned earlier, addressing the volunteer by name is a crucial aspect of personalisation. Additionally, we include specific details about their contributions, highlighting the uniqueness of their role within your organisation. This personal touch conveys sincere gratitude and recognition of their efforts.

3. Acknowledgment of achievements - Celebrating milestones

In this section, acknowledge the volunteer's achievements and milestones. Whether they've reached a certain number of hours served, completed a significant project, or received recognition for their work, acknowledging these accomplishments shows that you are attentive to their progress and value their dedication.

4. Impactful stories - Connecting emotionally

Sharing real-life stories of those who have benefited from the volunteers' contributions adds depth and emotion to the thank you letter. These narratives humanise the impact of their efforts and create a strong emotional connection, reinforcing the meaningfulness of their volunteer work.

5. Closing - Expressing gratitude and looking forward

The closing paragraph serves as a heartfelt conclusion to the thank you letter. Reiterate your gratitude, expressing how their actions have made a lasting impact on your organisation and the community you serve. Additionally, express your hope for continued collaboration and their vital role in shaping a better future together.

Understanding the power of gratitude

When we express sincere thanks to our volunteers, we acknowledge their selflessness, dedication, and the precious gift of their time. A well crafted thank you letter goes beyond mere formality; it becomes a heartfelt testament to the importance of their work and the positive impact they bring to your organisation and the community.

The art of personalisation

In an age where digital communication prevails, a personalised thank you letter holds unmatched significance. Volunteers want to feel valued and appreciated as unique individuals with distinct contributions. By addressing them by name and acknowledging their specific efforts and achievements, you reaffirm their significance to your cause.

Reflecting on milestones and achievements

Each volunteer journey is a series of milestones and accomplishments. Thank you letters serve as a platform to reflect on these moments and highlight the positive changes they've brought about. Celebrating their achievements not only boosts morale but also fosters a sense of pride and ownership in their role as change-makers.

Demonstrating impact with stories

Incorporating personal stories of the people or communities positively affected by the volunteers' efforts creates a powerful emotional connection. By illustrating the tangible difference they've made, you instil a sense of purpose and inspire continued commitment to your cause.


Volunteer thank you letters play a pivotal role in nurturing stronger community bonds and encouraging sustained engagement. Each thank you letter can become a powerful testament to the dedication and impact of your volunteers, inspiring others to join us in this noble pursuit of collective change.

If you’d like to learn more about how our volunteer management software is revolutionising the world of volunteering, book a demo with us today

Writing thank you letters to volunteers - FAQs

What should I include in a thank you letter to a volunteer?

In your thank you letter to a volunteer, express sincere gratitude, highlight their specific contributions, and acknowledge the positive impact of their efforts.

Is it better to send a handwritten thank you letter or an email?

Both options are appreciated, but a handwritten thank you letter adds a personal touch and shows extra thoughtfulness.

How soon after volunteering should I send a thank you letter?

Send the thank you letter promptly, ideally within a week of the volunteer's service, to ensure the appreciation is timely.

Can I use a template for thank you letters, or should I personalise each one?

Using a template as a starting point is fine, but personalising each thank you letter to acknowledge the volunteer's unique contributions is highly recommended for a more meaningful impact.

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