Guides

Volunteer reminder best practices: timing, wording and examples

When to send volunteer reminders, what to say, and how to cut no-shows at your next event, with sample emails a small nonprofit can copy.

Volunteers rarely skip a shift because they don't care. They skip because life got busy and they forgot, or they weren't sure where to go. Good reminders fix most of that, and they take less time than finding a last-minute replacement.

The timing that works

Three messages cover almost every event:

  1. Confirmation, right after they sign up. It locks in the commitment and gives them the details while they're still paying attention.
  2. Three days before. Enough time to rearrange plans or tell you they can't make it, so you can find a fill-in.
  3. The day before. The practical one: where to park, what to wear, who to ask for.

For recurring shifts (every Tuesday at the food bank), a reminder the day before each shift is enough after the first few weeks.

What to put in every reminder

  • The what, when and where in the first two lines. Date, start and end time, full address.
  • One clear person to contact, with a phone number that works the day of the event.
  • What to bring or wear. Closed-toe shoes, a water bottle, a photo ID.
  • Parking or entry details. "Use the side door by the blue dumpster" saves you ten phone calls.
  • An easy way to cancel. It sounds backwards, but making it easy to say "I can't come" means you hear about it days ahead instead of not at all.

Keep the tone warm

Reminders are also a chance to make people feel needed. "We're counting on you" works better than "This is a reminder that you are scheduled." Use their first name, and say what their shift makes possible.

Example: confirmation

Hi Chris,

You're signed up for the Fall Food Drive on Saturday, Oct 24, 9:00 to 11:30 AM, at Grace Church, 400 Main St.

You'll be sorting cans in the fellowship hall. Wear closed-toe shoes. Parking is in the back lot.

If something comes up, just reply to this email and let us know. Thank you for helping out!

Sam (555-123-4567)

Example: three days out

Hi Chris, just a heads-up that the Fall Food Drive is this Saturday, 9:00 AM at Grace Church. We have 18 volunteers and 2,000 cans to sort, so every set of hands counts.

Can't make it anymore? Reply here and we'll find a fill-in.

Example: day before

Hi Chris, see you tomorrow at 9:00 AM! Use the back lot and come in the side door. Ask for Sam at the sign-in table. Text 555-123-4567 if you're running late.

Cut no-shows even further

  • Ask for a quick reply. "Reply YES to confirm" turns a reminder into a commitment.
  • Keep a short standby list of people happy to jump in on short notice.
  • Track who shows up. Patterns tell you who needs a phone call instead of an email.
  • Thank people after the shift, the same day if you can. Volunteers who feel appreciated come back.

Don't do it by hand if you can avoid it

Copying and pasting the same email to 25 people, three times per event, is the kind of job that gets skipped when you're busy. Volunteer Reminders sends the confirmation, the three-day note and the day-before note automatically, and makes it easy to find a fill-in when someone cancels. The free plan covers one event with up to 25 volunteers.

Quick checklist

  • Confirmation sent at sign-up
  • Reminder three days out
  • Reminder the day before, with parking and contact details
  • Easy way to cancel
  • Standby list ready
  • Thank-you sent after the shift

Related

Updated October 16, 2026.