How do you follow up with volunteers who showed interest but did not sign up?

1 Know your audience

Before you send any follow-up email, you need to understand who your potential volunteers are and what motivates them. Do some research on their background, interests, skills, and goals. Use this information to tailor your message and show them how they can make a difference by joining your cause. Avoid generic or spammy emails that sound impersonal or irrelevant. Instead, use a friendly and respectful tone and address them by their name.

2 Create a sense of urgency

One of the reasons why people don't sign up as volunteers is because they think they have plenty of time or they don't feel the need to act right away. To overcome this inertia, you need to create a sense of urgency in your follow-up email. Explain why your cause is important and why you need their help now. Use specific and concrete examples of the impact they can have and the benefits they can get from volunteering. You can also use deadlines, incentives, or limited spots to encourage them to sign up as soon as possible.

3 Provide clear instructions

Another reason why people don't sign up as volunteers is because they don't know what to do next or they find the process too complicated or confusing. To avoid this, you need to provide clear and simple instructions in your follow-up email. Tell them exactly what steps they need to take to sign up, what documents they need to submit, what training they need to attend, and what expectations they need to meet. You can also include a link to a landing page, a form, or a calendar where they can easily register or schedule their availability.

4 Follow up with a call

Sometimes, an email is not enough to convince someone to sign up as a volunteer. You may need to follow up with a phone call to establish a more personal connection and address any questions or concerns they may have. A phone call can also show them that you are genuinely interested in them and that you value their time and contribution. When you call them, make sure you introduce yourself, remind them of your cause and your email, and ask them if they are still interested in volunteering. If they are, confirm their details and thank them for their commitment. If they are not, ask them why and try to overcome their objections or offer them alternative ways to support your cause.

5 Show appreciation and feedback

Once someone signs up as a volunteer, you need to show them your appreciation and feedback. Send them a confirmation email that thanks them for their decision and provides them with more information about their role, responsibilities, and expectations. You can also send them a welcome package, a newsletter, or a testimonial from another volunteer to make them feel part of your community and excited about their involvement. Keep in touch with them regularly and update them on the progress and results of your cause. Recognize their efforts and achievements and ask them for their feedback and suggestions.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?