How to Write Thank You Cards for Volunteers

Thank you notes

Volunteers are often called the life blood of charitable organizations and churches. These individuals don't get paid for doing the same work as paid staff. Sometimes, they incur personal expenses to contribute their time. Writing a personal thank you card is a simple way to recognize their efforts. It is also a powerful way to keep volunteers connected, because they will know that what they do for you is valued and appreciated.

Things You'll Need

• Note cards
• Envelopes
• Pen
• Correct spelling of each volunteer's name
• Correct address for each volunteer
• List of times and tasks that each volunteer did

Instructions

1. Hand write the thank you cards. This simple act makes an impact because it takes longer and seems more personal than a typed thank you letter that could be generated by a computer's mail merge program. Use your most legible handwriting. If you have poor penmanship, ask another person to be your scribe.

2. Refer to the specific time that each person contributed to your organization. You should always record these volunteer hours because they are a way to prove the community support that you have which helps in your attempt to get grants funded. The information comes in handy when writing your thank you note as well. In your thank you card, mention what the person did and say how the gift of their time helped your cause or clients using specific details and personal stories.

3. Say thank you outright, after all this is the purpose of your thank you card. Do not ask for anything in this card. Allow it to be a statement of your genuine appreciation. If you think that you could save postage by including a request for a subsequent gift either of money or time, you risk turning off the volunteer for good. Just say "thank you" for a job well done.

4. Address the envelope correctly using legible penmanship. Make sure that you use the courtesy Mr., Miss, Ms., Mrs., Rev. or Dr. title to convey respect for the person you are thanking. Spell the volunteer's name correctly and check to make sure that you have the most current address.

5. Always use a real stamp. It is another personal touch that means more than a meter-generated postage mark.

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Resources

• Ideas for Volunteer Appreciation