# Event volunteer recruitment email — editable English worksheet

Use one copy per role or clearly defined shift. This is an **interest/shift-request email**, not a ticket invitation or a confirmed volunteer assignment. Replace every bracket before sending.

## 1. Confirm the real opportunity

| Check | Approved value / owner |
| --- | --- |
| Event, local date and time zone | [ ] |
| Role and two or three actual tasks | [ ] |
| Shift start, finish, meeting point | [ ] |
| On-site lead and contact route | [ ] |
| Requirements, briefing and support actually approved | [ ] |
| Open / full / closed status and next review | [ ] |
| Reply state: interest, request or instant confirmed booking | [ ] |
| Public role or form URL | [ ] |
| Coordinator receiving responses | [ ] |

If any promise is undecided, remove it from the email until its owner confirms it.

## 2. Copy, edit and proof the email

**To:** [approved audience segment; exclude people already assigned to this shift]

**Subject:** Help with [specific role] at [event] on [local date]

**Preview text:** [Task in a few words] · [shift hours and time zone] · [request a place / express interest]

Hello [appropriate greeting],

Would you like to help [short, concrete task] at [event]? We are inviting people to consider the **[role]** shift on **[day, date, start–finish, time zone]**. The meeting point is **[verified location]**.

You would [task one] and [task two]. [Add a confirmed requirement or support detail only if it matters for the decision.] The full role description and any available shift choices are here: **[public role URL]**.

**[View the role and express interest / Request this shift / Reply to the coordinator]**

[Choose one label that matches the actual next state. If this is a request, add: “The volunteer coordinator will review your request and contact you about the next step.” Do not imply that sending a form guarantees an assignment.]

Questions? Contact **[monitored reply address or named coordinator]**. If the form does not work for you, use **[alternative contact]**.

[Organizer name]

## 3. Before-send proof

| Test | Pass / fix / owner |
| --- | --- |
| Subject, preview, body and link name the same event, role, date and time zone | [ ] |
| Public URL opens without organizer access and works on a phone | [ ] |
| Button leads to volunteer interest/request, not ticket checkout | [ ] |
| Form or reply reaches the right coordinator | [ ] |
| Confirmation screen states request versus assignment accurately | [ ] |
| Filled or closed shift is handled truthfully | [ ] |
| Reply address and alternative contact work | [ ] |
| Images off: date, location, action and contact remain readable in text | [ ] |
| A new reader can explain the task, time, place, next step and status | [ ] |

## 4. Response handoff (no applicant details in this card)

| Role / shift | Requests received | Follow-up owner | Confirmed assignments | Open places or closure decision | Next update |
| --- | ---: | --- | ---: | --- | --- |
| [role / shift code] | [ ] | [ ] | [ ] | [ ] | [ ] |

Update the linked role page or close the route if the shift fills. Keep any personal applicant record in the approved volunteer system rather than this portable worksheet.