Sending acceptance letters to new volunteers is one of the most exciting parts of being a volunteer coordinator.
These letters kick off your working relationship with enthusiastic individuals who want to contribute their time and talents to support your mission.
Getting the tone and content of these letters right is key.
A great acceptance letter makes volunteers feel valued, pumped up, and ready to dive in and start making a difference for their cause.
When you invest time in crafting each letter, it shows volunteers that you see and appreciate them as individuals.
Sample Letters of Acceptance of Volunteer
Check out these 15 sample letters for inspiration as you welcome new volunteers aboard:
Letter 1: General Volunteer Acceptance
Subject: You’re In! Welcome to the [Organization Name] Volunteer Team
Dear [Volunteer’s Name],
Amazing news – you’re officially part of the volunteer squad at [Organization Name]! Your application really impressed us. It’s clear you have a real heart for our mission and you bring so much to the table with your background and skill set.
As one of our volunteers, you’ll get to roll up your sleeves and [brief description of volunteer role or project]. The work you do will have a direct impact on [brief explanation of how their work will make a difference]. How awesome is that?
Ready to jump in? Here are your next steps: Look over the volunteer handbook we attached and finish up the quick online orientation by [deadline]. After that, expect a shout from our volunteer coordinator to get your first shift on the calendar.
We seriously can’t wait to work with you and see all the incredible things you accomplish for our community. If any questions pop up, just holler!
Cheers,
[Your Name]
[Your Title]
[Organization Name]
Letter 2: Event Volunteer Acceptance
Subject: Woohoo! You’re an Official [Event Name] Volunteer!
Hey there, [Volunteer’s Name]!
Get excited, because you’ve been hand-picked to join the volunteer team for [event name]! Your application was a total standout. We just know your unique blend of skills and positive energy will help make this event unforgettable.
So what will you be doing as an event volunteer? Great question! You’ll play a key role in [brief description of volunteer duties] to make sure our guests have the best possible experience from start to finish.
The big day is [event date], so mark those calendars! Be sure to get here by [arrival time] so we can huddle up for a quick orientation and hand out assignments. Oh, and take a quick peek at the event details and dress code we attached – just so you’re looped in ahead of time.
Seriously, [Volunteer’s Name], it means the world to us that you’re generously giving your time and energy to this event. Thanks to superstars like you, we’re going to make a real difference for [brief explanation of event’s purpose or beneficiary].
If you have any questions, our rockstar event coordinator [coordinator’s name] is just an email away at [contact information]. They’ve got you!
Can’t wait to see you in action,
[Your Name]
[Your Title]
[Organization Name]
Letter 3: Volunteer Application Acceptance for Students
Subject: Congrats, [Student’s Name]! You’re Officially a [Organization Name] Student Volunteer
Dear [Student’s Name],
Drum roll, please… You’ve been accepted as a student volunteer with [Organization Name]! Your application wowed us. Between your strong academic game, extracurricular hustle, and authentic excitement for our cause, we knew you’d be an incredible fit.
So, what does being a student volunteer mean? For starters, you’ll have the chance to [brief description of volunteer role or project]. Not only will you get to make a real impact on our community, but you’ll also pick up some pretty sweet skills and insights that’ll look great on future resumes.
Amped to get started? Here’s the plan: Block off your calendar for our student volunteer orientation on [date] at [time]. It’ll be a great chance to get the inside scoop on [Organization Name], link up with fellow student volunteers, and snag your very first volunteer assignment.
Just shoot us a quick RSVP by [RSVP deadline] to let us know you’re in! Oh, and when you have a sec, skim through the student volunteer handbook we attached. It’s got all the need-to-know details on our policies, expectations, and how we’ve got your back as a student volunteer.
[Student’s Name], we couldn’t be more stoked to have you on the squad. Together, we’re going to crush it and do some serious good for our community. Any questions? Just hit us up!
All the best,
[Your Name]
[Your Title]
[Organization Name]
Letter 4: Virtual Volunteer Acceptance
Subject: Digital High Five! You’re a [Organization Name] Virtual Volunteer!
Hey [Volunteer’s Name]!
You crushed that virtual volunteer application! Totally knocked our socks off with your skills and commitment to the cause. So, without further ado – welcome to the [Organization Name] virtual volunteer crew!
Here’s the scoop on being a digital do-gooder with us: You’ll be [brief description of virtual volunteer role or project]. Even from afar, the work you do will [brief explanation of how their work will make a difference]. How cool is that?
Now, let’s talk next steps! Give the virtual volunteer guidelines we attached a quick once-over and crush those online training modules by [deadline]. They’ll set you up for success in your new role.
Oh, and get pumped to meet [coordinator’s name], your trusty virtual volunteer coordinator! They’ll be your go-to for all things volunteering. Expect a virtual meet-and-greet invite from them soon to get acquainted and chat about your first assignment.
[Volunteer’s Name], we’re beyond psyched to have you on this virtual volunteering adventure with us. Can’t wait to team up and change some lives, even from a distance! Questions, concerns, funny memes to share? [Coordinator’s name] is just an email away at [contact information].
Virtual hug,
[Your Name]
[Your Title]
[Organization Name]
Letter 5: Volunteer Acceptance for Specific Project
Subject: Welcome to the [Project Name] Dream Team!
Yo, [Volunteer’s Name]!
You. Are. In! We were blown away by your volunteer application for [project name]. The way your skills, experience, and pure unbridled enthusiasm line up with this project – it’s like a perfect match made in volunteering heaven.
Here’s the deal with being a [project name] team superstar: You’ll be [brief description of volunteer role within the project]. Every ounce of effort you pour in will directly fuel [brief explanation of how their work will contribute to the project’s goals]. Talk about impact, right?
Now, let’s get you prepped and pumped for this project! First up, throw a big “YES!” on your calendar for the [project name] orientation sesh on [date] at [time]. You’ll get to meet your fellow dream teamers, get the inside scoop on the project timeline and goals, and score your very first mission (a.k.a. task).
So, are you as amped as we are? Shoot us an RSVP by [RSVP deadline] to lock in your spot! Oh, and when you’ve got a quick minute, skim through the project overview and volunteer expectations we attached. They’ll give you all the deets you need to crush it from day one.
[Volunteer’s Name], teaming up with rockstars like you to bring [project name] to life is going to be epic. We can already feel the good vibes and great things coming our way! Are any burning questions or bright ideas already percolating? Our project lead extraordinaire [project lead’s name] is all ears at [contact information].
Let’s do this!
[Your Name]
[Your Title]
[Organization Name]
Letter 6: Volunteer Acceptance for Long-Term Commitment
Subject: You’re in it for the Long Haul: Welcome to [Organization Name]!
Dear [Volunteer’s Name],
When we saw your application for a long-term volunteer role, we knew we had struck gold. Your passion for our mission and willingness to dedicate yourself to our cause is truly inspiring.
As a long-term volunteer, you’ll be an integral part of our team, [brief description of long-term volunteer role]. Your consistent presence and effort will have a profound impact on [brief explanation of how their work will make a difference over time].
We know that committing to a long-term volunteer position is a big decision, and we want to make sure you feel fully supported. We’ve got a robust orientation and training program lined up for you, starting with [details of initial orientation/training].
Throughout your time with us, you’ll have regular check-ins with your volunteer supervisor, [supervisor’s name], to ensure you have everything you need to thrive in your role. They’ll be your go-to for guidance, feedback, and celebrating your wins along the way.
[Volunteer’s Name], we are thrilled and honored to have you join us for the long haul. Your commitment and dedication are going to make a world of difference. Let’s get started on this amazing journey together!
With gratitude,
[Your Name]
[Your Title]
[Organization Name]
Letter 7: Volunteer Acceptance for Board Position
Subject: Welcome to the Board, [Volunteer’s Name]!
Dear [Volunteer’s Name],
On behalf of the entire team at [Organization Name], it is my pleasure to formally welcome you to our Board of Directors. We were incredibly impressed by your professional accomplishments, strategic vision, and genuine alignment with our organization’s values and goals.
As a Board member, you will play a crucial role in shaping the future of [Organization Name]. Your insights, expertise, and leadership will be invaluable as we [brief description of key Board responsibilities and initiatives].
We understand that serving on a Board is a significant responsibility, and we are committed to ensuring that your experience is both personally fulfilling and professionally rewarding. To help you hit the ground running, we’ve scheduled a comprehensive Board orientation for [date] at [time]. You’ll receive a detailed agenda and background materials prior to the session.
Throughout your term, you’ll work closely with your fellow Board members and our Executive Director, [Executive Director’s name]. We encourage open communication and collaboration, and we value the unique perspectives and contributions of each Board member.
[Volunteer’s Name], we are truly fortunate to have someone of your caliber joining our Board. Together, we will work towards [brief statement of organization’s mission/vision], and your leadership will be instrumental in helping us achieve our ambitious goals.
Welcome aboard!
Sincerely,
[Your Name]
[Your Title – e.g., Board Chair]
[Organization Name]
Letter 8: Volunteer Acceptance for Mentorship Program
Subject: Ready to Shape the Future? Welcome to the [Organization Name] Mentorship Program!
Dear [Volunteer’s Name],
When we launched our search for mentors, we were looking for individuals with a unique blend of professional excellence, life experience, and a genuine desire to give back. Your application stood out on all fronts, and we are thrilled to welcome you as a mentor in the [Organization Name] Mentorship Program!
As a mentor, you’ll be matched with a [mentee description – e.g., “promising high school student” or “driven young professional”] who shares your interests and career aspirations. Through regular one-on-one meetings and ongoing communication, you’ll have the opportunity to [brief description of mentor’s role – e.g., “provide guidance, share your insights, and help your mentee navigate challenges and opportunities”].
We know that mentorship is a two-way street, and we’re committed to supporting you throughout this rewarding journey. Before your first mentee meeting, we’ll host a mentor orientation and training session on [date] at [time]. You’ll learn best practices for effective mentorship, get to know your fellow mentors and gain access to a wealth of resources to help you and your mentee thrive.
Throughout the mentorship program, our program coordinator, [coordinator’s name], will be your go-to for any questions, concerns, or ideas you want to bounce around. We’ll also host regular mentor roundtable discussions where you can share your experiences, learn from your peers, and celebrate the amazing progress your mentees are making.
[Volunteer’s Name], we are so excited to have you join our mentor community. Your wisdom, empathy, and commitment to lifting the next generation are going to make such a positive impact. Let’s work together to shape a brighter future, one mentee at a time!
Cheers,
[Your Name]
[Your Title]
[Organization Name]
Letter 9: Volunteer Acceptance for Skilled Professional
Subject: Your Skills, Our Mission: Welcome to the [Organization Name] Volunteer Team!
Dear [Volunteer’s Name],
When we received your volunteer application highlighting your impressive professional background in [skill/industry], we knew we had found someone truly special. On behalf of the entire [Organization Name] team, I am thrilled to welcome you as a skilled volunteer!
We are constantly amazed by the incredible talent and expertise that exists within our community, and your willingness to share your [specific skills] with us is a testament to your generosity and commitment to making a difference.
As a skilled volunteer, you’ll have the unique opportunity to [brief description of how their skills will be utilized – e.g., “lend your marketing prowess to help us craft compelling campaigns” or “put your web development skills to work in revamping our online presence”]. Your contributions will be instrumental in [brief explanation of how their work will further the organization’s mission and impact].
We want to make sure that your volunteer experience is tailored to your interests, skills, and availability. Let’s set up a time to chat more about how we can best utilize your talents and align your volunteer work with your professional goals. I’ll be reaching out shortly to find a time that works best for you.
In the meantime, feel free to explore the attached information about our current projects and initiatives. If anything catches your eye or sparks an idea, jot it down and bring it to our meeting – we can’t wait to hear your fresh perspectives!
[Volunteer’s Name], we are so grateful to have you and your skills on our team. Together, we’re going to take [Organization Name] to new heights and make an even greater impact in our community.
Let’s get started!
All the best,
[Your Name]
[Your Title]
[Organization Name]
Letter 10: Volunteer Acceptance for Committee Position
Subject: You Made the Cut: Welcome to the [Committee Name] Committee!
Dear [Volunteer’s Name],
Drumroll, please… You’ve been selected to join the [Committee Name] Committee at [Organization Name]! We were blown away by your application, and we know that your unique blend of skills, experience, and passion for our mission will make you an invaluable member of the team.
As a committee member, you’ll dive deep into [brief description of the committee’s focus and responsibilities]. You’ll collaborate with a dynamic group of fellow volunteers to [specific goals or initiatives of the committee], all while helping to steer the future of [Organization Name].
We’ve got an exciting first committee meeting lined up for [date] at [time], where you’ll get to meet your fellow committee members, learn more about our current projects and priorities, and start brainstorming how you can make your mark. Mark your calendar and get ready to hit the ground running!
Leading up to the meeting, take a moment to review the attached committee charter and background materials. If you have any questions or bright ideas already percolating, jot them down – we can’t wait to hear your fresh perspectives!
[Volunteer’s Name], we are thrilled to have you joining the [Committee Name] Committee. Your voice, your vision, and your dedication to our cause are going to help us achieve incredible things. Let’s roll up our sleeves and get started!
Cheers to an amazing partnership,
[Your Name]
[Your Title]
[Organization Name]
Letter 11: Volunteer Acceptance for Internship
Subject: Congrats, [Intern’s Name]! You Landed the [Organization Name] Internship!
Dear [Intern’s Name],
Get ready to pop the confetti, because you’ve officially scored the coveted internship spot at [Organization Name]! We were seriously impressed by your application – your passion for our mission, coupled with your unique skills and experiences, made you stand out from the crowd.
As our newest rockstar intern, you’ll have the chance to [brief description of internship role and responsibilities]. You’ll work closely with our team of [description of team or department] to [specific projects or initiatives the intern will contribute to]. Get ready to learn, grow, and make a real impact!
We’ve got an action-packed internship orientation scheduled for your first day on [start date]. You’ll get to know your fellow interns, dive into our organization’s history and mission, and get the inside scoop on all the exciting projects you’ll be tackling. Come with your thinking cap on and your enthusiasm cranked up to 11!
To help you hit the ground running, we’ve attached a little pre-orientation homework. Take a peek at the materials on [relevant topics or skills for the internship] and jot down any questions that come to mind. We’ll make sure to cover all the bases during your first week!
[Intern’s Name], we are beyond thrilled to have you joining the [Organization Name] family as our newest intern. We just know that your fresh perspectives, hunger for learning, and passion for making a difference are going to help us achieve big things. Let’s get this internship party started!
Can’t wait to welcome you to the team,
[Your Name]
[Your Title]
[Organization Name]
Letter 12: Volunteer Acceptance for Short-Term Project
Subject: Ready, Set, Volunteer! You’re In for [Project Name]
Hey there, [Volunteer’s Name]!
Guess what? You’ve been hand-picked to join the dream team for our upcoming [Project Name] project! We were seriously wowed by your volunteer application – your skills and enthusiasm are exactly what we need to make this project a smashing success.
Here’s the deal: [Project Name] is all about [brief description of project goals and target audience]. As a short-term volunteer, you’ll be jumping into [specific volunteer responsibilities] and working alongside our incredible team to [expected project outcomes]. It’s going to be a wild, rewarding ride!
Now, we know you’re raring to go, so here’s what’s next: Block off your calendar for our [Project Name] kick-off meeting on [date] at [time]. We’ll give you the full scoop on the project timeline, divvy up tasks, and get those creative juices flowing. Trust us, you won’t want to miss this!
To prep for the kick-off, take a gander at the attached project overview and volunteer game plan. It’s got all the need-to-know details to help you hit the ground running. If any lightbulb ideas or burning questions pop up, jot ’em down – we can’t wait to hear your fresh take!
[Volunteer’s Name], we are over the moon to have you on board for [Project Name]. With your skills, smarts, and crazy-infectious enthusiasm in the mix, we just know this project is going to be one for the books. Let’s do this!
Buckle up and get ready to change some lives,
[Your Name]
[Your Title]
[Organization Name]
Letter 13: Volunteer Acceptance for Remote Position
Subject: Welcome to the [Organization Name] Virtual Volunteer Squad!
Well hello there, [Volunteer’s Name]!
Drumroll please… You’ve officially snagged a spot on our all-star team of remote volunteers! Your virtual volunteer application had us doing happy dances over here. Your skills, passion, and willingness to make a difference from afar are just the combo we’ve been looking for.
As a digital do-gooder with [Organization Name], you’ll be [brief description of remote volunteer role and responsibilities]. From the comfort of your own laptop, you’ll be working your magic to [specific projects or initiatives the volunteer will contribute to] and helping us [expected outcomes or impact]. How cool is that?
Now, we know that volunteering from a distance can feel a bit like exploring uncharted territory, but fear not! We’ve got an awesome virtual orientation and training program to get you up to speed and feeling like part of the crew in no time. Mark your calendar for [date] at [time] and get ready to e-meet your fellow remote volunteers and dive into all things [Organization Name].
To prep for your volunteering adventure, take a peek at the attached remote volunteer handbook and resource guide. It’s got all the juicy details on our communication channels, project management tools, and how we keep the virtual volunteer vibes strong. If any questions come to mind or you just want to geek out about our mission, drop us a line – we’re always stoked to chat!
[Volunteer’s Name], we are beyond psyched to have you joining the [Organization Name] virtual volunteer squad. With your skills and spirit in the mix, there’s no limit to the good we can do, even from miles away. Let’s fire up those laptops and change the world, one click at a time!
Virtual high fives all around,
[Your Name]
[Your Title]
[Organization Name]
Letter 14: Volunteer Acceptance for Event Planning Committee
Subject: You’re Officially on the [Event Name] Planning Committee!
Hey hey, [Volunteer’s Name]!
Break out the party poppers, because you’re now a proud member of the [Event Name] Planning Committee! When we saw your volunteer application come through, we knew we had struck event-planning gold. Your killer organizational skills, creative spirit, and passion for our cause are just the secret sauce we need to make [Event Name] an epic success.
As part of the planning committee dream team, you’ll be diving headfirst into [specific responsibilities and areas of focus]. From [task examples], you’ll be working side-by-side with your fellow committee members to ensure that [Event Name] is an unforgettable experience for [target audience or attendees]. Get ready to let your event-planning superpowers shine!
Now, we know you’re itching to get this party started, so here’s the plan: Our first committee meeting is locked in for [date] at [time]. Come ready to meet your awesome teammates, get the lowdown on our event vision and timeline, and start brainstorming ideas that’ll knock everyone’s socks off. Trust us, this is going to be a planning party like no other!
To get those creative wheels turning, we’ve attached a sneak peek of our [Event Name] master plan and some inspo from past events. Give ’em a look-see and jot down any lightbulb ideas or questions that pop up – we can’t wait to hear your fresh perspective!
[Volunteer’s Name], we are beyond thrilled to have you on the [Event Name] Planning Committee. With your skills, enthusiasm, and can-do attitude in the mix, we just know this event is going to be one for the history books. Let’s roll up our sleeves, get planning, and throw an event that’ll leave everyone buzzing!
Cheers to an event-planning adventure,
[Your Name]
[Your Title]
[Organization Name]
Letter 15: Volunteer Acceptance for Social Media Team
Subject: You’re In! Welcome to the [Organization Name] Social Media Squad
Well, well, well, if it isn’t our newest social media sensation, [Volunteer’s Name]!
We’ve got some seriously exciting news: You’ve been officially inducted into the [Organization Name] Social Media Squad! When we spotted your volunteer application, we knew we had found a true digital dynamo. Your mad social media skills, creative flair, and passion for spreading the good word about our mission are exactly what we need to take our online presence to the next level.
As a member of our social media dream team, you’ll be [brief description of social media volunteer responsibilities]. From [specific tasks or platforms], you’ll be working your magic to [social media goals or initiatives] and getting our amazing community hyped about all things [Organization Name]. Time to let your social media superpowers shine!
Now, we know you’re ready to start tweeting, ‘gramming, and TikTok-ing up a storm, but first things first: We’ve got a social media volunteer orientation lined up for [date] at [time]. This is your chance to e-meet your fellow digital do-gooders, get schooled on our [Organization Name] voice and vibe, and start brainstorming content ideas that’ll break the Internet (in the best way possible!).
To get those creative juices flowing, we’ve attached our [Organization Name] Social Media Style Guide and some of our most viral posts from the past year. Give ’em a scroll and jot down any a-ha moments or burning questions – we can’t wait to hear your hot takes!
[Volunteer’s Name], we are beyond stoked to have you joining the [Organization Name] Social Media Squad. With your digital savvy, creative genius, and passion for our cause, we just know you’re going to help us take our online community to new heights. Let’s fire up those smartphones, get hashtagged, and show the world what [Organization Name] is all about!
Ready to break the Internet together,
[Your Name]
[Your Title]
[Organization Name]
Wrapping Up: The Power of an Awesome Volunteer Acceptance Letter
Phew, that was a whirlwind of volunteer acceptance letter inspiration!
But really, the most important takeaway here is that these letters are your chance to start your volunteer relationships off with a bang.
When you infuse your acceptance letters with genuine excitement, a sense of purpose, and a whole lot of personality, you’re not just welcoming volunteers to your organization – you’re inviting them to be part of something bigger than themselves.
You’re showing them that their time, skills, and passion are valued and that they’re joining a community of like-minded world-changers.
So, as you craft your own volunteer acceptance letters, remember to keep it real, keep it relevant, and keep it ridiculously enthusiastic.
Celebrate your volunteers’ unique awesomeness, paint a picture of the incredible impact they’ll make, and get them amped up to dive in and get their hands dirty (metaphorically speaking, of course).
The extra love and personality you pour into these letters will come back to you tenfold in the form of engaged, dedicated, and downright pumped volunteers who are ready to move mountains with your organization.
So go forth, get writing, and welcome those rockstar volunteers with open arms (and a killer acceptance letter)!