How to Write an Email to Confirm Your Volunteer Shift

In this article, we will discuss the essential steps to write an email confirming your volunteer shift. Whether you are a seasoned volunteer or new to the experience, sending a confirmation email is a professional and courteous way to ensure clarity and avoid any misunderstandings.

By following these guidelines, you can create an effective email that confirms your commitment and helps you make a positive impression.

Here’s how to write an email to confirm your volunteer shift:

To write an email confirming your volunteer shift, express appreciation for the opportunity, specify the date, time, and location of the shift, mention any special requests or requirements, and provide your contact information for further communication.

Read on for more details and a customizable email template!

What To Do Before Writing the Email

  • Check your schedule: Ensure that you have the correct date, time, and location for your volunteer shift.
  • Review the organization’s guidelines: Familiarize yourself with any specific instructions or requirements outlined by the organization.
  • Gather relevant information: Collect any details you may need for the email, such as your contact information, volunteer ID, or specific tasks assigned.

What to Include In the Email

  1. Subject line: Use a clear and concise subject line, such as “Confirmation of Volunteer Shift.”
  2. Greeting: Start with a polite and professional greeting, addressing the recipient by their name if known.
  3. Introduction: Begin the email by expressing your appreciation for the opportunity to volunteer and mention the specific shift you are confirming.
  4. Confirmation details: Clearly state the date, time, and location of the volunteer shift, ensuring accuracy.
  5. Special requests: If you have any special requirements or requests, such as dietary restrictions or accessibility needs, mention them politely and in advance.
  6. Contact information: Include your contact details, such as phone number and email address, making it easier for the organization to reach you if necessary.
  7. Additional questions: If you have any additional questions or need further clarification, politely ask them in a separate paragraph.
  8. Closing: End the email with a polite closing, such as “Thank you” or “Best regards,” followed by your name.

Email Template – How to Write an Email to Confirm Your Volunteer Shift

Subject: Confirmation of Volunteer Shift

Dear [Recipient’s Name],

I am writing to confirm my volunteer shift at [Organization Name] on [Date] from [Time] to [Time]. I am excited about the opportunity to contribute to such a meaningful cause and look forward to supporting your organization.

Confirmation Details: Date: [Date] Time: [Time] Location: [Address]

Additionally, I wanted to inform you that I have [any special requests or requirements]. Please let me know if there is anything else I should be aware of before my shift.

Should you need to contact me for any reason, please feel free to reach me at [Phone Number] or [Email Address].

If you have any further instructions or if there is anything else I need to prepare for the volunteer shift, kindly let me know.

Thank you for the opportunity to volunteer, and I am eager to contribute to [Organization Name]’s mission.

Best regards, [Your Name]


In conclusion, sending a well-crafted email to confirm your volunteer shift demonstrates your professionalism and commitment.

By following the guidelines provided and using the email template as a starting point, you can ensure that your confirmation email is clear, concise, and respectful. Remember to express your gratitude, include all necessary details, and politely address any special requests or questions you may have. Your confirmation email will not only confirm your availability but also leave a positive impression on the organization.

Tips for Volunteers:

  1. Double-check the volunteer shift details to avoid any misunderstandings.
  2. Be prompt in sending the confirmation email to show your reliability.
  3. Use a polite and professional tone throughout the email.
  4. Proofread your email before sending to ensure clarity and accuracy.
  5. Follow any specific guidelines provided by the organization.

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