Volunteer Reminder Email Templates with the Right Shift Details
By Proximatic
A good volunteer reminder makes it easy to arrive ready to help: name the job, give the start and finish times, and say exactly where to meet. Copy a confirmation, pre-event reminder or location-change message below, then replace the details with your volunteer's current shift.
With Pro’s email-assisted scheduling, publishing the reviewed roster starts individual requests to confirm the assigned shifts. Use the messages below for follow-ups and changes, and let volunteers choose their scheduled reminders in Proximatic.
Check six fields before sending
Check the job, start and finish times with time zone, meeting point, what to bring, lead contact, and how to report a change. Include the public event page so the volunteer can find the details again. A guest's secure signup link belongs only to that guest and is delivered in their individual confirmation or recovery email.
For Community Welcome on November 14, Avery's Welcome Desk shift starts at 8:45am for a briefing before the 9am opening. That earlier arrival belongs in every reminder. Morgan is the lead; replace the contact placeholder in each message with Morgan's email or phone number before sending.
Confirmation email
Send this when the volunteer's place is confirmed. Include briefing time so they know when to arrive.
Confirmation email
Read email text
Subject: Your Welcome Desk shift — November 14, 8:45–11am
Hi Avery,
You're confirmed for Welcome Desk at Community Welcome. Thank you for helping us greet everyone.
- When
- Saturday, November 14 · New York time
- Shift
- 8:45–11am · Briefing at 8:45, doors open at 9
- Meet
- Morgan at the north entrance welcome table
Bring a water bottle and wear comfortable shoes. Questions? Contact Morgan at [insert lead's email or phone].
Event details: [insert public event link]. If you need to cancel, use the cancellation link in your own confirmation email or tell Morgan promptly so we can cover your place.
Thanks again. We're glad you'll be there.
Pre-event reminder email
Send this while there's still time to act on a change. Check Avery's current shift before copying it.
Pre-event reminder email
Read email text
Subject: Saturday reminder — Welcome Desk, arrive at 8:45am
Hi Avery,
We're looking forward to seeing you at Community Welcome this Saturday. Here are your Welcome Desk details.
- When
- Saturday, November 14 · New York time
- Shift
- 8:45–11am · Arrive at 8:45 for briefing
- Meet
- Morgan at the north entrance welcome table
Bring a water bottle and wear comfortable shoes. If you're running late, contact Morgan at [insert lead's email or phone].
Event details: [insert public event link]. If your availability has changed, use the cancellation link in your own confirmation email or tell Morgan now. Morgan will confirm any change to your shift.
See you Saturday!
Changed-location message
Put the change in the subject and say what stays the same. Update the event page first, then send the message.
Changed-location message
Read email text
Subject: Meeting point changed — November 14 Welcome Desk
Hi Avery,
Your Welcome Desk meeting point has moved from the north entrance to the east lobby. Your shift time stays the same.
- When
- Saturday, November 14 · New York time
- Shift
- 8:45–11am · Arrive at 8:45 for briefing
- Meet
- Morgan at the east lobby welcome table
Bring a water bottle and wear comfortable shoes. If you need directions, contact Morgan at [insert lead's email or phone].
Updated event details: [insert public event link]. Please tell Morgan you've seen the new meeting point. If you can no longer attend, use the cancellation link in your own confirmation email or contact Morgan so we can cover your place.
Send the right message to the right people
These examples address one volunteer. Send them individually after checking that person's shift. Email Blast sends the same body to every recipient. For a blast, address the whole crew and use instructions that apply to everyone, with the public event URL. Never paste one guest's secure management link into Email Blast. Proximatic sends each guest their own secure link in the individual signup receipt or recovery email.
For a meeting-point change, update the event page first. Tell people what changed, what stays the same, and who to contact. Ask them to confirm they've seen the change.
Organizer Email Blast and Push Notify send when you confirm the send. Email Blast uses your available email credits; pricing explains the allowances. Volunteers' scheduled opt-in reminders have their own settings below.
Let volunteers choose their reminders
In Proximatic, volunteers can choose email seven days before, email four days before, and push notification 24 hours before their assigned shift. All three start off for a new account.
Open your profile and turn on the reminders you want. You can choose one email, both emails, push, or a combination. Each reminder follows your assigned shift's start time.
Choose email and push reminders in your profile
For push, allow notifications in a supported browser and register the device where you want the reminder. A profile switch alone doesn't give the browser permission.
Set up push notifications on your device
Your choices apply across your organizations. If you withdraw from a shift or the event is unpublished, its reminder stops. A reminder setting doesn't send notices for times that have already passed.
Check the roster before sending an update
Open the event's Roster and check the person's role, shift and assigned status. If Avery moved to Packing, don't send an old Welcome Desk message. If the shift changed, include the new commitment in the update.
Review assigned volunteers in the roster
Availability tells you when a person can help. The roster tells you which job and time they have been assigned. Use that current assignment for your message and for the event-day check-in process.
Give people a clear way to tell you plans have changed
A reminder is most useful when someone can act on it. Name the lead, include the public event page, and explain how to report a conflict. For an urgent change, contact the affected people directly and ask for a reply.
When someone cancels, review the open place and ask for that specific job and time. Keep your message, roster and event instructions in agreement so the next volunteer knows exactly what they're saying yes to.
Follow the volunteer signup guide to put the signup page, roster and attendance in one event. Ready to use it for your next event? Create a free volunteer event.