5 Awesome Email Templates to Connect with Volunteers For Your Next School Fundraiser

Engaging volunteers for your school fundraiser just got easier! In this article, we unveil five awesome email templates designed to effortlessly connect with potential volunteers, ensuring you have the support you need to make your next fundraiser a success. From rallying volunteer ticket scanners to expressing gratitude, these templates cover every step of the volunteer engagement journey.

Template #1: Appreciation and Impact Update Email

This template offers a concise yet heartfelt way to show appreciation to your volunteers while highlighting the incredible impact of their contributions. At a minimum, volunteers commit their time and mental bandwidth to show up in support of a fundraiser. Acknowledging a volunteer’s efforts might be all it takes to encourage them to be so generous again.

Use this email to:

• Express gratitude for your volunteer’s past support.
• Share specific examples of how their contributions have made an impact.
• Include stories or testimonials that demonstrate the real-world effects of their efforts.

Outline:

Subject: Celebrating Your Impact: A Heartfelt Thank You from [PTA Name]

Dear [Volunteer’s Name],

As we reflect on the past [time period], we are overwhelmed with gratitude for your support. Your dedication, enthusiasm, and tireless efforts have truly made a difference in our [PTA Name] community.

We wanted to take a moment to express our deepest appreciation for your unwavering support volunteering your time at events, contributing creative ideas, and lending a helping hand behind the scenes, your commitment has been instrumental in our success.

Thanks to your volunteer efforts, we’ve accomplished:

• [Brief description of a recent project, event, or program supported by the volunteer]
• [Brief description of another recent project, event, or program supported by the volunteer]
• [Brief description of another recent project, event, or program supported by the volunteer]

Your contributions have not only strengthened our [PTA Name] but have also had a lasting impact on the lives of our students, teachers, and families.

As we look ahead to the future, we are excited about the possibilities that lie ahead and grateful to have you by our side. Together, we will continue to make a positive difference in the lives of those we serve.

With deepest gratitude,

[Your Name]

[Your Title/Role]

[PTA Name]

Template #2: Volunteer Engagement & Feedback Email

If you genuinely commit to enhancing your volunteers’ experience, they are more likely to continue to lend their support. Invite volunteers to share their insights and help shape future initiatives by completing quick feedback surveys.

Use this email to:

• Request feedback on your volunteers’ experiences and suggestions for improvement.
• Highlight opportunities for volunteers to get more involved with your cause.

Before drafting your email, create a survey that it will link to. Try to keep the survey short and sweet out of respect for your volunteers’ time. You will want to tailor the questions to the specifics of your fundraiser, but here are 5 general questions to jumpstart your survey:

1. What motivated you to volunteer with our PTA?
2. What aspects of volunteering do you find more rewarding?
3. What could we do to improve your volunteer experience?
4. Would you consider volunteering again in the future? Why or why not?
5. Do you have suggestions for new initiatives our PTA could implement?

Outline:

Subject: We Want to Hear from You! Share Your Thoughts with [PTA Name]

Dear [PTA Members/Volunteers],

At [PTA Name], we deeply value the contributions of each and every volunteer who dedicates their time and energy to support our mission. As we strive to continually improve and better serve our community, your feedback is invaluable to us.

We invite you to take a few moments to share your thoughts, ideas, and suggestions through our Volunteer Engagement & Feedback Survey. Your input will help us understand how we can enhance the volunteer experience, better meet your needs, and further our impact within our school community.

Please click the link below to access the survey:

[Survey Link]

The survey should take no more than [estimated time] to complete, and all responses will be kept confidential. Your participation is voluntary but highly encouraged as we work together to make our PTA even stronger.

Thank you in advance for taking the time to share your insights with us. Your feedback is immensely appreciated, and we look forward to hearing from you.

Warm regards,

[Your Name]

[Your Title/Role]

[PTA Name]

Template #3: Special Occasion Acknowledgement Email

Create a personal connection with volunteers by acknowledging special occasions in their lives. Their generosity and commitment have made a remarkable difference and letting them know you are invested in their well-being will set a foundation for your relationship.

Use this email to:

• Recognize and celebrate special occasions such as volunteer/membership anniversaries, holidays, or significant milestones related to their involvement in the school or PTA.
• Reflect on the journey together and express gratitude for their continuous support.
• Share a short story or update related to the occasion.

Outline:

Subject: Celebrating Your Outstanding Contributions: A Special Thank You from [PTA Name]

Dear [Volunteer’s Name],

As we mark this special occasion, we are filled with immense gratitude and admiration for you. Thank you for generously giving your time, energy, and passion to support our [PTA Name] throughout [time period].

Your (insert specific volunteer effort such as helping hand at events, sharing your creative ideas, or behind-the-scenes support) did not go unnoticed. These acts of kindness, no matter how big or small, played a significant role in shaping the experiences of our students, teachers, and families.

On behalf of the entire [PTA Name] leadership team, we want to express our deepest appreciation for your exceptional service and unwavering support. Your enthusiasm, passion, and dedication inspire us all, and we are truly grateful to have you as part of our PTA family.

As we look ahead to the future, we are excited about the opportunities and challenges that lie ahead. With your continued support and involvement, we are confident that we can achieve even greater heights and make an even more profound impact on the lives of those we serve.

With deepest gratitude,

[Your Name]

[Your Title/Role]

[PTA Name]

Template #4: Exclusive Update Email for Volunteers

Share exclusive email updates with your volunteers. Giving them sneak previews of upcoming events will help gauge their availability, as well as make them feel needed and continuously welcome to share their time.

Use this email to:

• Announce an upcoming project, event, or campaign to volunteers before the general announcement is made.
• Share behind-the-scenes content or stories that will make them feel part of your organization’s inner circle.
• Emphasize volunteers’ role in making these future plans possible.

Outline:

Subject: Exclusive Update: Exciting News Just for Our Dedicated Volunteers!

Dear [PTA Members/Volunteers],

We hope this email finds you well and filled with the same enthusiasm and dedication that you bring to our [PTA Name] every day. As valued members of our volunteer team, we are thrilled to share an exclusive update with you.

[Provide a brief overview of what the update entails, such as upcoming events, new initiatives, achievements, or any important announcements.]

Your unwavering support and commitment are the backbone of our organization, and we couldn’t accomplish all that we do without you. Your passion and dedication continue to inspire us, and we are grateful for the positive impact you make on our community.

Thank you for being an integral part of our [PTA Name] family. We’re excited to embark on this journey together and look forward to sharing more updates with you in the future.

Warm regards,

[Your Name]

[Your Title/Role]

[PTA Name]

Template #5: Year-End Review and Future Vision Email

At the end of the school year, take time to send a concise recap of the most significant highlights of the year. It’s also a great time to give volunteers a sneak peek of ideas and events to come.

Use this email to:

• Recap the year’s achievements and challenges, highlighting the role of volunteers.
• Present the vision and goals for the upcoming year.
• Invite continued support and explain how volunteers can contribute to future successes.

Outline:

Subject: Reflecting on Our Achievements and Looking Ahead: Year-End Review and Future Vision

Dear [PTA Members/Volunteers],

As the year draws to a close, we find ourselves reflecting on the incredible journey we’ve embarked on together as a part of [PTA Name]. It’s been a year filled with achievements, growth, and meaningful connections, and we couldn’t have done it without each and every one of you.

In this email, we’d like to take a moment to review some of the highlights and accomplishments of the past year, as well as share our vision for the future of our [PTA Name].

[Year-End Review Section]:

• Highlight key achievements and milestones reached throughout the year, such as successful events, fundraising efforts, community outreach initiatives, etc.
• Express gratitude to volunteers for their hard work, dedication, and contributions that made these achievements possible.
• Share any notable feedback or testimonials received from members, parents, or the school community about the impact of our initiatives.

[Future Vision Section]:

• Outline the goals and priorities for the upcoming year, including new initiatives, events, and projects the PTA plans to undertake.
• Invite volunteers to share their input and ideas for future activities, programs, or improvements within the organization.
• Reiterate the importance of volunteer involvement in shaping the future direction of the PTA and making a positive impact in the community.

As we bid farewell to this year and eagerly anticipate the opportunities that lie ahead, let’s continue to work together with passion, dedication, and a shared commitment to our mission. Together, we can make a difference in the lives of our students, teachers, and families.

Thank you for your continued support and dedication to [PTA Name].

Warm regards,

[Your Name]

[Your Title/Role]

[PTA Name]

Keeping Connection & Communication Consistent

These five email templates offer you the scripts to engage and inspire volunteers for your next school fundraiser. By leveraging these templates effectively, you can build and maintain meaningful connections, rally support, and ensure the success of your fundraising efforts.

Utilize FutureFund to make every step of membership, donor, and volunteer management more organized and easier to manage, all while raising funds for your school. Get started here.

Frequently Asked Questions

How can I use FutureFund’s Messaging System to Connect With Volunteers?

FutureFund’s messaging system lets you:

• Send messages to every parent in your school community or filter your audience to reach specific groups.
• Create unique sender profiles to make sure the message is always coming from the appropriate party.
• Use customizable message templates to save time when broadcasting updates or announcements.

How Can I Use FutureFund to Communicate With Donors, Volunteers, and Members?

Grow membership through online registration and payments, utilize the built-in messaging system, incentivize potential new members, distribute electronic membership cards through the PTA services, and have customized dashboard and reporting tools at your fingertips. 

Get started connecting here.

How can I use FutureFund to track my fundraiser’s success?

FutureFund gives you the ability to generate financial reports for fundraising campaigns in just a few clicks. To do this, navigate to Store and click the Reports tab near the top of your screen. Then choose Campaign Summary from the drop-down menu and click Generate Report.