Home > Social Events > Letter Seeking Volunteers for an Event

Letter Seeking Volunteers for an Event

By: Beth Morrisey MLIS - Updated: 21 Jul 2012 | comments*Discuss
 
Letter Event Volunteers Contents Format

When you are in charge of an event it can be very hard to round up volunteers who will be working to put in a lot of effort with minimal personal returns. Sending out a letter asking for help is a good way to transmit a lot of information about the event in an easy manner, and allows you to follow-up without having to re-supply the same details to each person you contact. Be sure to include as many details as possible about the event and the job of a volunteer in this type of letter, and use a more formal format to transmit your business-like approach to the event.

Content of a Letter Seeking Volunteers for an Event

A letter seeking volunteers for the event has a dual purpose, to ask for volunteers and to transmit information about the event. You will likely want to include details such as:
  • The type of event (fundraising walk, gala ball, charity auction, etc).
  • The date of the event.
  • The names and background of any sponsors for the event.
  • Past history of the event.
  • Preparations already underway for the event or activities associated with it.
  • Jobs for which volunteers are being sought.
  • A description of the responsibilities associated with each voluntary job.
  • A timeline for when volunteers will need to be involved, and in what way.
  • Other ways in which people can help out, such as donating money.
  • A link to a website offering further information on the event and volunteering.

Format of a Letter Seeking Volunteers for an Event

A letter posted with the express purpose of seeking volunteers for an event is a document seeking to establish relationships similar to those found in business transactions. To this end such letters should be formatted more formally with the name and mailing address of the sender and recipient, the date of writing, formal salutations and closing as well as the signature and printed name of the letter writer. Any enclosures should be noted at the bottom of the letter. Hand, postal and electronic delivery are all appropriate for such letters depending upon the recipients.

Sample of a Letter Seeking Volunteers for an Event

Ms. Martha Weaver
Coordinator, Friendship Fun Run
Mailing Address

6 August, 2010

Mr. Wayne Rochester
Mailing Address

Dear Mr. Rochester,

As a past participant in the annual Friendship Fun Run I am writing to ask if you would have any interest in volunteering behind-the-scenes prior to this year’s event?

You no doubt understand the enormous amount of work a fun run can be to prepare, and due to the current economy we have lost a number of the sponsors whose contributions would have made it easier for us to continue with our plans. Not wanting to cancel the run entirely, we are now asking those who have a history with this event if they might find some time in their busy schedules to donate a few hours to this worthy cause.

Just as in past years, the 2010 Friendship Fun Run will donate all proceeds to a number of deserving charities, including a local animal shelter, community centre and literacy initiative which aims to provide books to low-income families. Further details of these programmes can be found on our website, [Web Address].

At this time we are hoping that you might be interested in volunteering to seek new sponsors, recruit runners, oversee the printing of all race items [signage, shirts, bags, etc] or work with local organisations to publicise the event.

I will contact you again soon to discuss the matter with you and answer any questions you may have. In the meantime please feel free to reach me at the above mailing address, by email at [Email Address] or by ringing [Telephone Number] in order to volunteer.

Best Wishes,
___________________
Martha Weaver
Coordinator, Friendship Fun Run

You might also like...
Share Your Story, Join the Discussion or Seek Advice..
Why not be the first to leave a comment for discussion, ask for advice or share your story...

If you'd like to ask a question one of our experts (workload permitting) or a helpful reader hopefully can help you... We also love comments and interesting stories

Title:
(never shown)
Firstname:
(never shown)
Surname:
(never shown)
Email:
(never shown)
Nickname:
(shown)
Comment:
Validate:
Enter word:
Latest Comments
  • Fat Cock
    Re: How to Write an Open Letter
    ? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS? AMOGUS?…
    25 February 2021
  • alex
    Re: Writing to Your MP
    i dont want a heath passport to travel its human rights
    22 February 2021
  • Segun
    Re: Letter Notifying of a Name Change
    I want to change my old name to the new name and i want to upgrade my account from lower withdrawal limit to high withdrawal…
    26 January 2021
  • Nana 1
    Re: Writing to Your MP
    I want to write to my MP to assist me to get opportunity into the Ghana police service
    12 December 2020
  • Obidon
    Re: Letter of Complaint to the Council
    Pls I need a letter of complaint to the government about a man that built fence on a major road that the government should…
    12 December 2020
  • Pipi
    Re: Writing to Your MP
    am writing to my mp to help me get a job at the ghana security agency either police, fire service or immigration
    8 December 2020
  • ambui
    Re: Writing to Your MP
    i grateful and delighted for the simple letter
    16 November 2020
  • Min
    Re: How to Write an Open Letter
    I really thank you for helping me create an open letter. It's for my schoolwork but still I want to impress my teacher like a thank…
    13 November 2020
  • De gentle
    Re: Writing to Your MP
    I want to write a letter to my mp for assisting me to shs
    12 November 2020
  • Shaggy1
    Re: Letter Announcing a Death
    I want to make Anoucement of my party member mother death
    6 November 2020