Crafting the Perfect ‘Thank You for Volunteering’ Letter: A Guide for Nonprofit Organizations

The Keela Team • Jul 14, 2023
Thank you for volunteering letter blog header showing a person holding a letter in a mailbox

In the world of nonprofits, the tireless efforts and selfless dedication of volunteers are the backbone of success. Volunteers generously contribute their time, skills, and passion to support various causes and make a big difference in communities. Recognizing and appreciating their invaluable contributions is essential for fostering a culture of gratitude and cultivating long-lasting relationships. One powerful tool in expressing gratitude is the “thank you for volunteering” letter.

In this blog, we will explore the importance of volunteer appreciation for nonprofits and delve into the art of crafting the perfect thank you letter for volunteer service that not only conveys heartfelt appreciation that volunteers deserve but also strengthens the bond between organizations and their volunteers.

The Purpose and Benefits of a Volunteer Thank You Letter

There are a million reasons why thanking volunteers is important, and there are lots of ways to do it, but we should never underestimate the power of a thank you letter (or thank you email for volunteers if that’s how your volunteers prefer to hear from you). These letters and emails are typically administered by a volunteer coordinator, but can be sent by anyone in your organization.

Some of the benefits of a volunteer letter of appreciation are:

Expressing Gratitude and Appreciation

When you send a volunteer thank you letter, it serves as a powerful tool to express heartfelt gratitude and appreciation to your dedicated volunteers. It goes beyond a simple “thank you” and conveys your organization’s deep appreciation for their commitment and contributions. When thinking about a volunteer appreciation message, we should think beyond our typical event and office volunteers and include other volunteers (such as your board) to ensure that everyone that has engaged with your nonprofit organization is feeling the love!

Recognizing and Valuing Volunteers’ Contributions

Through a volunteer appreciation letter, you recognize and value the unique contributions made by each volunteer. By highlighting specific achievements and efforts, for example, you ensure that their hard work doesn’t go unnoticed. This recognition reinforces their sense of worth and motivates them to continue making a difference.

Strengthening the Relationship Between Your Nonprofit and its Volunteers

A volunteer thank you letter plays a vital role in building a strong relationship between your nonprofit and its volunteers. It connects with them on a personal level, demonstrating that you value them as individuals and not just volunteers. This fosters a sense of belonging, trust, and mutual respect.

Motivating and Inspiring Volunteers for Future Involvement

When you send a volunteer thank you letter, it not only acknowledges volunteers’ past achievements and service but also motivates and inspires them for future involvement. By recognizing the positive impact they’ve made, you instill a sense of pride and fulfillment. This encouragement fuels their passion and commitment, inspiring them to continue their valuable work and attracting new volunteers through their inspiring experiences.

The cover page of the "Thank You Guide for Nonprofits"

Thank Your Volunteers with a FREE Ready-to-Use Template.

We know creating a thank you letter from scratch can be a challenge. We have created seven customizable templates to thank donors, volunteers, sponsors, and more!

Elements of an Effective Volunteer Appreciation Letter

As you craft and write a volunteer appreciation letter, incorporating key elements will ensure its effectiveness in conveying your gratitude and strengthening the bond with your volunteers.

Warm and Personal Greeting

Begin your volunteer thank you letter with a warm and personal greeting. Address each letter by volunteer name and express your genuine appreciation for their dedication and support. This personalized touch sets a positive tone and makes the volunteer feel valued.

Specific Mention of the Volunteer’s Contribution and Impact

In your thank you letter, highlight specific examples of how the volunteer’s contributions have made a meaningful impact. Recognize their unique skills, efforts, and achievements, showcasing their individual value to your organization. This specificity demonstrates that their work is noticed and valued.

Expressing Sincere Gratitude

The heart of a full volunteer thank you appreciation letter lies in expressing sincere gratitude. Clearly articulate the depth of your appreciation and convey how their selfless actions have positively influenced your organization’s mission and the lives of those you serve. Use heartfelt language to express the profound impact their contributions have had.

Sharing Stories or Testimonials of How Their Efforts Made a Difference

To further emphasize the impact of their volunteer work, share stories or testimonials that illustrate how their efforts have directly benefited individuals or the community. Personal anecdotes and specific examples make the volunteer feel connected to the outcomes and reinforce the significance of their contributions.

Offering Continued Support and Involvement Opportunities

Demonstrate your commitment to the volunteers’ ongoing engagement by offering continued support and involvement opportunities. Let them know that their contributions are valued beyond their current job or volunteer role and express your willingness to assist them in their personal and professional development within your organization.

Closing with a Heartfelt Sign-Off

End the volunteer recognition letter with a heartfelt sign-off that reinforces your gratitude and leaves a lasting impression. Use warm and genuine closing words that express your sincere appreciation once again and remind the volunteer of the impact they have made. Sign the letter personally to add an extra touch of authenticity.

Gather the Right Information

Here are some essential tips to help you create a thank you letter that truly resonates with your volunteers.

  1. Be timely and prompt in sending the volunteer thank you letter: When it comes to volunteer appreciation, timing is key. Gratitude should be expressed promptly after the volunteer’s contribution. If you’re thanking event volunteers, ensure that you send a thank you email to volunteers after the event and as soon as possible. This ensures that their efforts are acknowledged while still fresh in their minds, maximizing the impact of your gratitude.
  2. Use a professional and engaging tone: Strive for a balance between professionalism and engaging language in your thank you letter. Maintain a respectful and appreciative tone while also infusing it with warmth and sincerity. A well-crafted tone will resonate with volunteers and create a memorable experience.
  3. Personalize the thank you letter whenever possible: Make your appreciation letter personal by addressing each volunteer by name and referencing their specific contributions. Acknowledge their unique skills, achievements, or milestones to show that you value them as individuals. Personalization adds a personal touch that makes the letter more meaningful.
  4. Include a handwritten note or signature for a personal touch: Consider adding a handwritten note or signature at the end of the letter. This small gesture adds a personal touch and demonstrates the effort you put into expressing your gratitude. It shows that you value the volunteer’s efforts and took the time to personally acknowledge them.
  5. Use storytelling to highlight the impact of the volunteer’s work: Harness the power of storytelling to showcase the impact of the volunteer’s work. Share specific stories, anecdotes, or testimonials that vividly illustrate how their contributions have made a difference. Storytelling creates a deeper emotional connection and leaves a lasting impression.
  6. Consider incorporating visuals or images for added impact: Enhance the visual appeal and impact of your volunteer appreciation letter by including relevant visuals or images. This could be photos of the volunteer in action, images representing the cause they supported, or even graphics showcasing the impact of their work. Visual elements capture attention and further reinforce the appreciation expressed in the personal letter.

Communicate Your Impact with this FREE Storytelling Toolkit.

Use this toolkit to discover the key elements of a good impact story and learn how to create yours. Plus, you will get access to a template so you can get a head start.

How Keela Can Help Streamline the Process

Let’s explore how Keela, the fundraiser’s CRM, can simplify and streamline the process of writing volunteer appreciation letters. With its powerful features and user-friendly interface, Keela offers a range of tools to help you efficiently manage your volunteers and express your gratitude.

  1. Automating the creation and sending of “Thank You for Volunteering” letters: Keela allows you to automate the creation and sending of volunteer appreciation letters. With a customizable letter template, you can easily personalize each letter with volunteer-specific information and expressions of gratitude. Keela’s automation capabilities enable you to schedule and send these thank you letters at the right time, ensuring timely appreciation for your volunteers.
  2. Managing volunteer data and tracking volunteer engagement through Keela: Keela serves as a centralized hub for managing volunteer data and tracking their engagement. You can store volunteer information, track their activities, and monitor their involvement through Keela’s intuitive dashboard. Having all this data at your fingertips allows you to personalize your appreciation letters based on each volunteer’s unique contributions and commitment.
  3. Utilizing Keela’s templates and customization features for personalized letters: Keela provides a range of templates and customization options to help you create a personalized thank you for volunteering email or letter. From fonts and formatting to including your organization’s branding elements, you can tailor the letters to align with your nonprofit’s voice and style. This level of customization ensures that your appreciation letters reflect the unique relationship between your organization and its volunteers.

With Keela’s comprehensive suite of features, you can streamline the process of writing volunteer appreciation letters, making them more efficient, personalized, and impactful. Let Keela support you in expressing your gratitude to the volunteers who make such a difference in your organization’s mission.

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Learn Best Practices for Managing Volunteers with Keela.

Watch our webinar to learn best practices and tips on tracking, measuring, and sharing volunteer records in Keela.

Strategies for Implementing Volunteer Appreciation Letters

To effectively implement volunteer appreciation letters, consider the following strategies that will streamline the letter template process and enhance your efforts.

Developing a Standardized Process for Sending Volunteer Thank You Letters

To ensure consistency and efficiency, it is crucial to develop a standardized process for sending volunteer appreciation letters. Define the key steps, including letter creation, review, and distribution. Establish clear guidelines and timelines, allowing your team to seamlessly execute the appreciation letter workflow.

Incorporating Technology and Automation for Efficiency

Leveraging technology and automation tools can significantly enhance the efficiency of your volunteer appreciation letter process. Consider implementing nonprofit management software, such as Keela, which offers features to automate the creation, personalization, and scheduling of volunteer thank you letters. By harnessing technology, you can streamline the process, save time, and ensure timely delivery of your appreciation letters.

Encouraging Volunteers to Provide Feedback and Suggestions for Improvement

Your volunteers’ input is invaluable when it comes to improving your volunteer appreciation efforts. Encourage them to provide feedback on the letters they receive, as well as suggestions for any improvements or additional forms of recognition they may appreciate. By actively seeking their input, you demonstrate that their voices are heard and valued, leading to a stronger volunteer appreciation program.

By implementing these strategies, you can optimize your volunteer appreciation letter process, making it efficient, effective, and meaningful. Develop a standardized workflow, incorporate technology tools like Keela for automation, and actively seek feedback from volunteers. These steps will ensure that your appreciation letters consistently convey gratitude and recognition while fostering a culture of appreciation within your organization.

Streamline the Process of Writing Volunteer Appreciation Letters with Keela!

See how Keela can help manage volunteers and create efficient, personalized, and impactful thank-you letters.


In conclusion, volunteer appreciation plays a crucial role in nurturing strong relationships, fostering a culture of gratitude, and inspiring continued involvement. By investing in meaningful “Thank You for Volunteering” letters, nonprofits can express genuine appreciation, recognize volunteers’ contributions, and strengthen the bond with their dedicated supporters.

As discussed, utilizing a nonprofit management software like Keela streamlines the letter management process, ensuring efficiency and personalization. Keela’s automation features, volunteer data management capabilities, and customizable templates elevate your volunteer appreciation efforts to new heights.

Embrace the power of volunteer appreciation, invest in impactful thank you letters, and leverage the benefits of Keela to foster a thriving volunteer community and make a lasting impact on your nonprofit’s mission. Remember, a simple “thank you” goes a long way in recognizing the invaluable contributions of your volunteers.

If you’re interested in exploring how Keela can help you ensure that your volunteers feel greatly appreciated, set up a brief call with us here.

Headshot of Meredith Gray

About the author:

Meredith Gray
Head of Marketing, Keela

Meredith has always had a passion for work that makes an impact. Having spent over 7 years working in fundraising, she has gained extensive knowledge in marketing, peer-to-peer, events, and sponsorship and firmly believes that all successful fundraising strategies start with your data.

Having experienced it first-hand, she understands the challenges nonprofits face when building a fundraising strategy and loves connecting with other like-minded fundraisers to brainstorm new and creative ways to leverage data to increase revenue. When not working, Meredith can be found trying out one of Toronto’s diverse restaurants, breaking a sweat in a spin class, or researching her next travel destination.