Volunteer Acceptance Letter

Non-profit organizations often have very strict criteria when it comes to choosing volunteers. As a result, a volunteer acceptance letter is usually written to individuals who have been chosen as volunteers in order to let them know they meet all the qualifications that are required.

Format and Content

A volunteer acceptance letter format will usually be formal in nature, and is similar to a job offer letter. It will spell out the position one has been chosen for, and give a brief overview of the expected duties. This letter could also give instructions such as required dress, attendance or mandatory training as well. It ends with a welcome to the new member in order to make that person feel a part of the group, and to build a sense of eagerness about the volunteer opportunity.

Sample

This volunteeracceptance letter sample is being written by Mr. Donald Williamson, the director of a food bank that is operated by St. John’s Church in Oakland, Mississippi. Mr. Williamson has asked for volunteers from the congregation there at this church, and has received dozens of responses. He is writing letters to those who were chosen to be on his team in order to let them know of their selection. This particular letter is directed to Jenny Gilford, an applicant whose role will be to gather donations from members of the public.

Dear Mrs. Gilford,

It is with great pleasure that I am writing this letter to inform you that you have been selected to join my team at the food bank here at St. John’s Church. As you know, we distribute food items to the needy one Sunday per month, and believe that you would provide a valuable service to the group in helping us do this.

When I met with you last week, we discussed the need for a team member to help with gathering donations from members of the public. After reviewing your qualifications, I feel you would be an excellent person to assist with this endeavor. Our donations coordinator plays an essential role in ensuring we are able to meet the needs of hungry families in our area, and your past work with other non-profit organizations makes you a perfect match for this position.

Our food bank team meets the first Thursday of every month at 7 pm in the church fellowship hall. During that time, we discuss strategies for soliciting donations from the public, as well as best practices for the safe distribution of food to those who are in need. I hope you will be able to join us at our next meeting, and will also feel free to discuss any ideas you may have with the group. Again, I would like to extend my welcome to you, and look forward to working with you in order to serve community members who are in need.

Sincerely,

Mr. Donald Williamson

Food Bank Director

St. John’s Church