Volunteering is the heart of many organizations, and finding the right leader to guide those efforts is crucial. One of the most effective ways to recruit this leader is with an well-crafted Email To Ask Someone To Be A Volunteer Chair. This essay will guide you through the process of writing such an email, from understanding its importance to providing specific examples for different scenarios. We’ll cover everything you need to know to increase your chances of getting a “yes” and building a thriving volunteer program.
Why a Well-Written Email Matters
The initial contact with a potential volunteer chair sets the tone for their entire experience. A thoughtful and clear email shows respect for their time and demonstrates that you value their potential contribution. Consider these key points:
First, think about what you are trying to achieve.
- A well-structured email will highlight why you are reaching out to this specific person.
- It makes them feel personally valued.
- It clearly outlines the role’s responsibilities.
Second, a well-written email to ask someone to be a volunteer chair is all about clarity and respect. This email is the first impression, and it sets the stage for a positive and productive volunteer experience. It’s your chance to showcase the organization’s mission, convey the impact of volunteering, and personalize the invitation to the specific individual you’re approaching.
Lastly, it shows your appreciation for their time and consideration. You want the person to get what the role is all about and how they can fit to the needs of the organization. It provides a brief summary that includes :
- The organization’s mission.
- The role of the chair.
- The time commitment.
Email to a Long-Term Supporter
Subject: Invitation to Lead: Volunteer Chair Opportunity at [Organization Name]
Dear [Name],
We hope this email finds you well. Our organization, [Organization Name], has long been supported by your generous contributions and unwavering commitment to [Organization’s mission]. We are writing to you today with a special invitation that we believe aligns perfectly with your passion for [Area of Interest].
We are currently seeking a Volunteer Chair to lead our [Specific Committee/Project]. This crucial role involves [Briefly list 2-3 key responsibilities, e.g., coordinating volunteer activities, recruiting volunteers, and overseeing fundraising efforts]. We believe your dedication and experience with [Organization Name] make you an ideal candidate.
The time commitment for this role is approximately [Number] hours per month, with flexibility to accommodate your schedule. We are happy to provide any information to ensure you are able to make an informed decision. If you are interested, you may reach out for more details, or to arrange a meeting.
Thank you for your time and consideration. We eagerly anticipate hearing from you.
Sincerely,
[Your Name]
[Your Title]
[Organization Name]
[Contact Information]
Email to Someone with Relevant Experience
Subject: Volunteer Chair Invitation – Leveraging Your Skills at [Organization Name]
Dear [Name],
We are writing to you because we have been impressed by your work in [Relevant field/Experience] and are seeking a Volunteer Chair for our [Specific Committee/Project] at [Organization Name]. Your experience in [Specific Skill 1] and [Specific Skill 2] aligns perfectly with the needs of this role.
As Volunteer Chair, you would be responsible for [List 3-4 key responsibilities, emphasizing skills required]. Your expertise in [Relevant Skill] would be invaluable in [Specific Task/Project]. The time commitment is approximately [Number] hours per week, with the ability to work with our flexible schedule. We offer training and support in order to complete this role successfully.
We have included more details in the attachment below. Would you be interested in learning more? We would be delighted to discuss the role in more detail and answer any questions you may have.
Thank you for considering this opportunity.
Sincerely,
[Your Name]
[Your Title]
[Organization Name]
[Contact Information]
Email After a Referral
Subject: Following Up: Volunteer Chair Opportunity at [Organization Name] – Referred by [Referrer’s Name]
Dear [Name],
I hope this email finds you well. I was referred to you by [Referrer’s Name], who spoke very highly of your [Positive Qualities/Experience] and suggested you might be interested in a Volunteer Chair opportunity at [Organization Name].
We are seeking a leader to oversee our [Specific Committee/Project]. The chair will [Briefly describe the main responsibilities]. [Referrer’s Name] mentioned you have experience in [Relevant Area], which would be a great asset.
The position requires approximately [Number] hours per month. [Organization Name] appreciates its volunteers. We’d be happy to discuss this opportunity in more detail. Would you be available for a brief call next week to discuss it further? Please let me know your availability.
Thank you for your time.
Best regards,
[Your Name]
[Your Title]
[Organization Name]
[Contact Information]
Email to a Person You’ve Met Briefly
Subject: Following Up: Volunteer Chair Opportunity at [Organization Name]
Dear [Name],
It was a pleasure meeting you at [Event/Location] on [Date]. I especially enjoyed our conversation about [Topic discussed].
We are seeking a Volunteer Chair for our [Specific Committee/Project] at [Organization Name]. The chair will be responsible for [Main Responsibilities].
During our conversation, you mentioned your interest in [Relevant Interest]. This role would be a great way for you to [Relate role to their interest]. The time commitment is around [Number] hours per month.
Would you be available for a brief call next week to discuss the role in more detail? Please let me know your availability.
Thank you again for your time.
Sincerely,
[Your Name]
[Your Title]
[Organization Name]
[Contact Information]
Email with an Attached Detailed Job Description
Subject: Invitation: Volunteer Chair at [Organization Name]
Dear [Name],
We are writing to you with an exciting opportunity to lead as Volunteer Chair of our [Specific Committee/Project] at [Organization Name]. This role is crucial to our success in [Organization’s mission] and we believe your skills align perfectly with the role.
The Volunteer Chair will lead [List 3-4 key responsibilities].
For a detailed overview of the role’s responsibilities, time commitment, and qualifications, please see the attached job description. We believe that you will fit in our organization and can help make our organization thrive.
If you are interested or have any questions, please feel free to reach out. We’d be delighted to discuss the role further.
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Title]
[Organization Name]
[Contact Information]
Email with a Deadline and Clear Call to Action
Subject: Deadline: Volunteer Chair Application at [Organization Name]
Dear [Name],
We’d like to know if you would like to be a Volunteer Chair for [Organization Name]. This is a great opportunity to lead our [Specific Committee/Project] and make a real difference. The deadline is on [Date].
Your role will be [List key responsibilities].
We require about [Number] hours a week. If you’re interested, please send us a quick email by [Date] with your resume attached. We’ll be in touch shortly to let you know the next steps.
If you have any questions about the role, please feel free to reach out. We look forward to hearing from you soon.
Best regards,
[Your Name]
[Your Title]
[Organization Name]
[Contact Information]
In conclusion, writing an effective Email To Ask Someone To Be A Volunteer Chair is more than just a formality; it’s the first step in building a strong and successful volunteer program. By clearly outlining the role, highlighting its impact, and personalizing your invitation, you significantly increase your chances of finding the right leader. Remember to be appreciative, and offer support. With these steps, you’ll be well on your way to building a thriving and impactful volunteer team.