Volunteer invitation email
A clear, friendly template for inviting volunteers to your event. Works for sports days, festivals, charity runs, community events, and more.
When to use this
- →Recruiting volunteers for a new event
- →Following up on a general interest form
- →Reaching out to past volunteers from a previous event
- →Sending to a club or community mailing list
Tips
- ·Personalise the opening line — first names significantly improve open rates
- ·Be specific about time commitment upfront — people drop out when surprised by hours
- ·Include a clear single action (reply, click a link, fill a form)
- ·Send on a Tuesday or Wednesday morning for best open rates
- ·Follow up once after 5–7 days if no response
Send smarter with EventRota
Invite volunteers directly from EventRota — they get a personalised link straight to their shift page.
Try it free →Template
Hi [First Name], I hope you're well. I'm getting in touch because we're putting together our volunteer team for [Event Name], taking place on [Date] at [Venue/Location], and we'd love to have you involved.
About the event
[Event Name] is [brief description — e.g. "a community 10k raising funds for local schools" / "our annual club championships" / "a one-day festival of sport"]. We're expecting around [number] attendees and it's going to be a great day.
What we need
We're looking for volunteers to help with [roles — e.g. registration, marshalling, first aid support, setup and pack-down]. Shifts are approximately [X hours] long, and we'll make sure you have plenty of time to enjoy the event too. You don't need any specific experience — just enthusiasm and a willingness to help out on the day.
What you get
In return for your time, we'll provide: • [Meals / refreshments during your shift] • [Event t-shirt / kit] • [Free entry / access to the event] • [Any other perks] Most importantly, you'll be part of what makes this event happen.
How to sign up
If you'd like to volunteer, please [reply to this email / click the link below / fill in the form at [URL]] by [deadline date] and let us know: 1. Which shifts you're available for 2. Whether you have any preferences on role 3. Any dietary requirements or other needs [Sign up link / reply instructions]
If you have any questions at all, just reply to this email and I'll get back to you. Thank you so much — we can't put on events like this without people like you. Warm regards, [Your Name] [Your Role] [Organisation / Club Name] [Contact number — optional]
Replace [bracketed text] with your own details before sending.