Thank You Letter Templates For Your Fundraiser’s Volunteers

Thanking your volunteers is a key step at the end of any school fundraiser. Recognizing the contributions of parents and community members who donate their time and energy to your campaign makes them feel valued and improves parent engagement for future fundraising efforts.

Writing thank-you letters to every volunteer on your campaign can seem like a big job, but the right tools can streamline the process. Below, you’ll find a downloadable template created to help you write impactful thank-you letters in less time.

We’ve also provided step-by-step instructions for sending these letters using our free fundraising platform for schools and its built-in messaging tools. Let’s get started!

Download the Template

To access our thank-you letter template for volunteers, just click below:

Get the Template

How to Use this Template

Once you’ve clicked the link above, follow these steps to create your own editable version, change the details, and download it:

• Click File
• Click Make a copy (our template is view-only)
• Rename the copy (i.e., Spruce Elementary 2024 Volunteer Thank-You Letter)
• Fill in the blanks of your new copy, like [School Name], with your own details
• When you’ve finished, click File > Download and choose your preferred format

Now you’ll be able to attach your thank-you letter to the emails you send—or copy and paste the text directly into your messages.

Sending Your Thank-You Letters with FutureFund’s Messaging System

The easiest way to distribute your thank-you letters is with our free-to-use platform’s built-in messaging system. Here’s a quick list of steps on how to do it:

Step 1: Customize Your Sender Profile

In the Admin, navigate to Messaging and click the Setup tab at the top of the screen.

From here, add a sender profile to your account so that the volunteers you send your letter to will know who it’s from (and be able to reply, if you want). Here’s how:

• Click the Add Sender button to create a new sender profile.
• Give your profile a name—the recipient will see this name next to the subject line.
• Specify a reply-to address. This is where responses will be delivered if volunteers reply to your thank-you letter.

Step 2: Create Your Message

Navigate to the Messages tab and create a new message. On the screen that appears:

• Choose your recipients. You can group recipients for FutureFund messages in lots of different ways—but for this letter, you’ll probably want to choose Volunteers from the drop-down menu.
• Select the campaign associated with the message (this will be the name of the fundraiser you’re sending your thank-you letter for).
• Click the Sender Profile drop-down menu to find and select the profile you want to use.
• Give your message a subject line—”Thank You For Volunteering Your Time” or something similar.

Step 3: Attach or Paste Your Letter

Insert the thank-you letter you created using the template at the top of this post. There are two ways to do this:

1. Copy and paste the text and formatting of your letter into the body of the message itself.
2. Under Attachments, choose the file you’ve downloaded and upload it to the message.

Then send your message—it’s that easy!

Engage Volunteers More Effectively with Help from FutureFund

The template at the top of this message makes it easy to create an effective thank-you letter for the volunteers who make your fundraisers possible. Once you’ve done that, FutureFund is the best way to send those letters out so you can keep your volunteers in the loop and excited to help with future fundraising projects.

If you’re not a FutureFund user yet, get started here with a quick discovery call and try our platform for your school group. You can also find answers to key questions about our messaging system and how to use it below.

Frequently Asked Questions about FutureFund’s Messaging System

Is there a default address to collect email replies?

No—by default, messages sent with FutureFund come from an unmonitored email list. If you want to receive replies, you’ll need to specify a reply-to account for the sender profile you use.

Can I see who has opened emails sent with FutureFund?

Yes! Your Messaging dashboard provides insights like:

• Number of sent messages
• Number of recipients
• Date of last message sent

Can people opt out or unsubscribe from my FutureFund emails?

Yes—recipients who no longer wish to receive messages through FutureFund can unsubscribe via a link in each email message. We maintain a global email list, so there is no need for recipients to unsubscribe from each specific school. Learn more on the support page for our messaging system.