It’s a big deal to ask someone to volunteer their time and lead a committee! A well-written Email To Ask Someone To Be A Volunteer Chair is crucial for setting the stage for a positive response and a successful volunteer experience. This guide will walk you through the essential elements of such an email, providing examples to help you tailor your message effectively.
Why a Well-Crafted Email Matters
Asking someone to be a volunteer chair isn’t just a casual request. It’s an invitation to take on responsibility and contribute their skills. The way you approach this request sets the tone for their involvement.
- Clarity: A clear and concise email eliminates any confusion about the role’s expectations.
- Respect: Demonstrating appreciation for their time and skills shows you value their contribution.
- Enthusiasm: Sharing your excitement about the project or organization can inspire them to get involved.
An email that is well-written can significantly increase your chances of a “yes.” Imagine you’re being asked! Would you respond better to a short, impersonal message or a thoughtful one that highlights why your contribution would be valuable?
When composing an email, think about your audience and the specifics of the role you are offering.
Formal Email Requesting a Volunteer Chair
Subject: Invitation to Serve as Volunteer Chair – [Project Name/Organization Name]
Dear [Volunteer’s Name],
I hope this email finds you well.
My name is [Your Name], and I’m writing to you on behalf of [Organization Name]. We are incredibly impressed with your commitment to [mention something specific they’ve done that shows their skills, e.g., “community involvement,” “previous event planning,” or “advocacy for local causes.”].
We’re seeking a volunteer chair for [Project Name/Committee Name]. This role involves [briefly describe key responsibilities, e.g., “overseeing event planning,” “leading a fundraising campaign,” or “coordinating volunteer activities.”]. We believe your skills in [mention specific skills, e.g., “organization,” “communication,” or “leadership”] would be a tremendous asset to our team.
We’ve attached a detailed description of the role for your review. The time commitment is estimated at [hours per week/month], and the term would be [duration, e.g., “six months,” “one year,” or “until the project’s completion”]. We understand that your time is valuable, and we are prepared to offer support through [mention any support, e.g., “regular meetings,” “training resources,” or “a dedicated team”].
We’d be thrilled if you would consider this opportunity. 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 for your time and consideration.
Sincerely,
[Your Name]
[Your Title/Role in Organization]
[Organization Name]
[Contact Information]
Email Focusing on the Volunteer’s Strengths
Subject: [Organization Name] – An Opportunity to Lead!
Dear [Volunteer’s Name],
I hope this email finds you well.
My name is [Your Name], and I’m reaching out from [Organization Name]. We’ve always been so impressed with your [mention a specific skill or quality, e.g., “passion for helping others,” “ability to connect with people,” or “creative problem-solving skills.”] – particularly how you [give a specific example of their skill].
We’re looking for a volunteer chair for the [Project/Committee Name] and immediately thought of you. This role involves [briefly describe responsibilities, e.g., “leading a team of volunteers,” “managing social media,” or “organizing community outreach events.”]. We know how much you care about [mention a related cause or interest], and we believe your strengths align perfectly with this role.
We anticipate the time commitment being approximately [hours per week/month], and the role would last [duration, e.g., “6 months,” “a year,” or “until the project is complete”]. We are providing [mention support, e.g., “training,” “mentorship,” or “access to resources”].
We’ve attached a detailed role description for your review. Would you be open to a quick chat next week to discuss this further?
Thank you for your time.
Sincerely,
[Your Name]
[Your Title/Role in Organization]
[Organization Name]
[Contact Information]
Email Highlighting the Impact of the Role
Subject: Make a Difference as a Volunteer Chair – [Organization Name]
Dear [Volunteer’s Name],
I hope this email finds you well.
My name is [Your Name], and I’m writing to you from [Organization Name]. We at [Organization Name] are so grateful for your past help and support!
We are currently seeking a Volunteer Chair for the [Project Name/Committee Name]. As chair, you’d have the opportunity to [describe the impact, e.g., “lead a team working to improve local literacy rates,” “shape the direction of our environmental initiatives,” or “connect with the community and make a real difference in people’s lives.”]. The responsibilities include [mention a few key responsibilities].
The time commitment is estimated at [hours per week/month] with the role lasting for [duration]. We will provide [mention support].
We know your passion for [mention their area of interest] and we believe this role would provide a fulfilling experience. We have attached a more detailed description of the role.
Are you available for a brief call next week to talk more about this incredible opportunity?
Thank you so much for considering!
Sincerely,
[Your Name]
[Your Title/Role in Organization]
[Organization Name]
[Contact Information]
Email Providing Flexibility and Options
Subject: Volunteer Chair Opportunity – [Project Name/Organization Name]
Dear [Volunteer’s Name],
I hope this email finds you well.
My name is [Your Name], and I’m reaching out from [Organization Name]. We’ve seen your amazing work with [mention something specific they’ve done].
We’re looking for a volunteer chair to help lead the [Project/Committee Name]. This volunteer role would involve [briefly describe responsibilities]. We think that this role would suit your interests.
We understand that everyone’s availability is different. We’ve structured the role so that there is flexibility for your time commitment. We can offer different support, such as [mention the support you can provide].
We have attached a more detailed role description.
Would you be available for a quick call to talk about this?
Thank you.
Sincerely,
[Your Name]
[Your Title/Role in Organization]
[Organization Name]
[Contact Information]
Email for Someone You Know Well
Subject: Thinking of You – Volunteer Chair Opportunity at [Organization Name]!
Hey [Volunteer’s Name],
Hope you’re doing great!
It’s [Your Name] from [Organization Name]. I’m reaching out because we’re looking for a volunteer chair for the [Project/Committee Name], and I immediately thought of you!
We know you’re awesome at [mention a skill based on your relationship, e.g., “organizing fun events,” “motivating teams,” or “connecting with people.”], and we think this role would be a great fit for you. It’s about [briefly describe responsibilities].
Of course, it’s a commitment, but we are offering [mention support].
Want to learn more? We can chat briefly, and I can answer all your questions.
Let me know what you think.
Best,
[Your Name]
[Your Title/Role in Organization]
[Organization Name]
[Contact Information]
Email Following Up on a Previous Conversation
Subject: Following Up – Volunteer Chair Role at [Organization Name]
Dear [Volunteer’s Name],
I hope this email finds you well.
This is a follow-up from our conversation on [Date] about the volunteer chair position for [Project/Committee Name] at [Organization Name].
As we discussed, this role involves [briefly describe responsibilities].
We discussed the following role, which includes [mention a few key points discussed].
We are so happy for you if you will take this role. I have attached a detailed description of the role for your review.
Would you have some time to chat for a brief call, so you can give us a decision?
Thank you so much for considering it.
Sincerely,
[Your Name]
[Your Title/Role in Organization]
[Organization Name]
[Contact Information]
Email with a Specific Call to Action and Deadline
Subject: Join Us! Volunteer Chair Opportunity – [Project Name] – Deadline [Date]
Dear [Volunteer’s Name],
I hope this email finds you well.
My name is [Your Name] from [Organization Name], and we are so excited to invite you to join us.
We’re looking for a volunteer chair to lead the [Project/Committee Name].
We hope you will consider this opportunity. Please review the description attached and let us know if you can help by [Date].
If you have any questions, please contact me.
Thank you.
Sincerely,
[Your Name]
[Your Title/Role in Organization]
[Organization Name]
[Contact Information]
Conclusion: Crafting the perfect email requires tailoring your message to the individual, clearly outlining the role’s responsibilities, and conveying your genuine appreciation for their potential contribution. Remember to be clear, respectful, and enthusiastic. By following these guidelines and using the examples provided, you can write an effective Email To Ask Someone To Be A Volunteer Chair that increases your chances of a positive response and sets the stage for a successful volunteer experience.