How to Thank Your Volunteers & Community Service Leaders [Appreciation Letter Examples]

By Billie •  Updated: 04/06/13 •  8 min read

Give Them Thanks or Give them Money

Do you want to extend thanks to volunteer members of your business, community or church for their efforts? Yes, you do.

Whether in a short note of thanks or a longer heartfelt letter of appreciation, acknowledge your volunteers sincerely and often:

Volunteers are invaluable to many organizations. By offering their time and resources, a Volunteer is an often overlooked yet essential part of all types of businesses and communities.

One of the best ways you can acknowledge your volunteers’ contributions is by saying “Thank you” — tell your Volunteers you are grateful for their efforts, and tell them what a difference they make.

How to Write a Thank You Note to Volunteers

An effective Volunteer Thank You Letter is a seemingly small yet crucial act, reflecting your view of their contribution to your organization.

Volunteers Rise By Lifting Others

Here are some sample thank-you note templates you may utilize and adapt as your find the right words for thanking your Valued Volunteers of all kinds:

Volunteer Thank You Letter Sample

Dear Sparky,

Thank you very much for your help during and after our annual food drive. Your logistics experience and organizational wizardry made a huge difference in how quickly and easily we dispatched food to those in need. We will utilize your plan for all our future initiatives.

Other local organizations have expressed awe at the smoothness and effectiveness of this year’s initiative, and they have requested your expertise for their ongoing projects as well.

Thank you once more, and we very much look forward to working with you again for the benefit of our community and beyond,

John Vanderloo

An Example Thank-You Letter to Valued Employee for Volunteering Skills / Donating Time

Dear Ray:

I know you have expended a great deal of personal effort in serving on the various top committees and task force of the International Business Committee of the Chamber of Commerce during the past six years. I know because I see the results of your efforts.

To thank you adequately is impossible. You spent long after-business hours on various projects, sacrificing your personal time for the greater good of our citizenry. You took great care to see that members followed protocol in each situation and that no other board members felt slighted by the decisions made. Finally, we appreciate your invaluable business expertise and personal communication skills that brought pivotal contacts into our network for mutual benefit.

I do hope you have gained some inner satisfaction in knowing through your efforts you have made the city a better place to live and work.

Thank you sincerely for all the wholehearted assistance.


Mayor Robertson

Appreciation Note for the Use of Your Community or Private Building

Dear Mr. Mendel:

On behalf of the City Theater Group, I want to express our great appreciation for your efforts and those of your staff in making available the Harstone Recreation Center for our productions during our own building renovations.

I know your generosity in making the center available to us was not without personal expense to your own organization. The utility bills increased because of our rehearsal and production time, as well as the expense of janitorial work.

As a very small token of our appreciation, we are enclosing 10 lifetime complimentary memberships for distribution to your senior executives or anyone within your organization especially involved in arranging our temporary use of the building.

In addition to enjoying the theater’s productions, we hope you also gain personal satisfaction not only in helping to minimize our own renovation difficulties but in providing a way for the entire citizenship to continue to enjoy the arts. Thank you. We trust the community will remember over the years your generosity of spirit.


Hope Cosco

City Theater Group

Volunteer Thank You Note Template


[Address of Person]

Dear [Person],

The record-breaking success of our annual VR show is a direct reflection of the kind of person you are — exceptionally dedicated to possibility and willing to do what it takes to realize a vision.

I would like to personally thank you for your commitment to our shared cause. [Describe the cause and what they have accomplished]. Without your support and enthusiasm, none of this would be happening at such a quick pace.

Other local organizations have expressed awe at the smoothness and effectiveness of this year’s initiative, and they have requested your expertise for their ongoing projects as well.

Thank you once more, and we very much look forward to working with you again for the benefit of our community and beyond,

Best Wishes,

[Name and Signature
of Yours Truly]
[Organization Name]

Thank You Letter for School’s Event Volunteers

If you host an event that is staffed by volunteers, it is only proper to send each volunteer a note of appreciation shortly after the event. Include your appreciation for their efforts and, if applicable, provide details about how their time and effort contributed tangibly to your event’s goals or purpose.


Dear [volunteer]:

On behalf of [the organization], I would like to personally thank you for your recent contribution of [time, expertise, venue] to the [event] on [date]. This initiative could not have been a success without the dedication and hard work of people like you.

I am thrilled to report that more than [this number of] parents, caregivers, students, and community members came together to support family engagement and academic achievement in our schools and communities [or other program goals, as appropriate].

Once again, thank you for your efforts!

[PTA President]

Thank You Note to Volunteers After an Event

Dear [name],

Thank you so much for serving on the committee for [organization name]’s annual [event name]. I appreciate your willingness to give so freely of your time and to serve so many. Your support of [organization name]’s mission allows us to serve [number] people in the community each week, providing [specify what the organization does] that they would not otherwise be able to [experience, afford, acquire, etc.].

This year’s primary fundraising event with which you assisted, brought in approximately [insert approximate dollar amount], which will go directly to support the critical work we do locally. Thanks to your efforts, we will be able to continue [describe assistance]. Not only does your work help the organization, it directly impacts each person who receives [assistance].

Again, I give you heartfelt thanks for your willingness to donate your time and talent. Your efforts contributed greatly to the success of this event. I look forward to your continued volunteer involvement with [insert event name].


[Your Name Here], Executive Director

[Insert Organization Name]

Selected Thankful Quotes for Volunteers

If you want to convey appreciation and value brevity, here are some quotes of appreciation you can add to a card or note for volunteers:

11 Thank-You for Sponsorship Letters: [Corporate, Charity, School, Teams]

Thank-You Note for Baptism

Thank-You Note for Holiday Church Service

Thank-You Note for Donation


I like to climb mountains, read Nietzsche, and explore the West Coast. I have a BA from York University (2003) in Toronto, Canada, and yet on this site I sometimes spell like an American (know your audience). Thank you. Thank you very much.