"Volunteer Acceptance Letter Template"

What Is a Volunteer Acceptance Letter?

When you have selected the volunteer candidates you wish to assist your group or organization you will need to send each person a Volunteer Acceptance Letter. This letter serves as a notification to the candidate and will help you later keep track of who has accepted the offer and who has declined it.

You can download a printable Volunteer Acceptance Letter template through the link below.

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How to Write a Volunteer Acceptance Letter?

To write a Volunteer Acceptance Letter, include the following information:

  1. Your organization's name and letterhead and an opening salutation.
  2. Begin the letter by congratulating the applicant and that they were accepted as a volunteer by your organization.
  3. Discuss the next steps that will happen in the process, such as any additional documentation needed, and the length of the volunteer commitment.
  4. Include a signature section before the end of the letter, with lines for both the volunteer and organization's representative to sign and date. Ask the volunteer to return the signed Acceptance Letter to your organization and the latest date you will accept confirmation responses.
  5. Close the letter by again welcoming the volunteer to your organization and a person they can contact should they have further questions.
  6. End with a closing salutation, your name, job title, and signature.

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Volunteer Acceptance Letter
From: _​ _ _________________________
To:​ _ _____________________________
Agency Representative’s Name
Volunteer Applicant's Name
_________________________________
_________________________________
_________________________________
_________________________________
Agency Representative’s Address
Volunteer Applicant's Address
_________________________________
_________________________________
City, State, ZIP Code
City, State, ZIP Code
_________________________________
D ate
Dear Volunteer Applicant,
Congratulations! After careful consideration of your application to be a volunteer mentor
with our organization, we are pleased to inform you that you have been approved to be a
mentor. We believe that you have the necessary qualities to meet the needs of the clients
we serve, and we are in the process of locating a mentee match for you.
As we discussed during the application process, by accepting this volunteer position, you
agree to maintain the relationship with your mentee for at least [​
T ime Period​
] . We will be
in touch with you very soon to discuss more details with you about volunteer training and
the mentee we believe you will be compatible with.
If you have any questions, please feel free to contact us. Welcome to mentoring!
Sincerely,
_______________________________
Agency Representative’s Name
_______________________________
Agency Representative’s Signature
© ​
T EMPLATEROLLER.COM
Volunteer Acceptance Letter
From: _​ _ _________________________
To:​ _ _____________________________
Agency Representative’s Name
Volunteer Applicant's Name
_________________________________
_________________________________
_________________________________
_________________________________
Agency Representative’s Address
Volunteer Applicant's Address
_________________________________
_________________________________
City, State, ZIP Code
City, State, ZIP Code
_________________________________
D ate
Dear Volunteer Applicant,
Congratulations! After careful consideration of your application to be a volunteer mentor
with our organization, we are pleased to inform you that you have been approved to be a
mentor. We believe that you have the necessary qualities to meet the needs of the clients
we serve, and we are in the process of locating a mentee match for you.
As we discussed during the application process, by accepting this volunteer position, you
agree to maintain the relationship with your mentee for at least [​
T ime Period​
] . We will be
in touch with you very soon to discuss more details with you about volunteer training and
the mentee we believe you will be compatible with.
If you have any questions, please feel free to contact us. Welcome to mentoring!
Sincerely,
_______________________________
Agency Representative’s Name
_______________________________
Agency Representative’s Signature
© ​
T EMPLATEROLLER.COM