How to Build a Volunteer Recruitment Plan in 2025 That Actually Works

If you’ve ever scrambled to find volunteers the week of an event, you’re not alone. Most nonprofits and community organizations depend on volunteers, but getting people to raise their hand, and keeping them coming back, doesn’t happen by accident.

That’s why having a simple, clear volunteer recruitment plan makes such a big difference. It helps you attract the right people, onboard them smoothly, and keep them engaged for the long haul.

Why a Plan Matters More Than a Last-Minute Email

When volunteer recruitment is reactive, it feels rushed. The roles don’t get filled, people feel disorganized, and your best volunteers might burn out. But when you have a plan in place, even a basic one, you can stay ahead of your needs and give volunteers a great experience from the start.

The goal isn’t just to get bodies in the door. It’s to build a team of people who care about your mission and feel connected to it.

Start by Knowing What You Need

Every strong recruitment plan starts with clarity. That means asking:

• What roles do we need filled this month or this quarter?
• How many people do we need, and when?
• Are there one-time or ongoing opportunities?
• What skills (if any) are needed for each role?

Once you’re clear on that, it’s much easier to communicate your needs, and match people with the right opportunities.

Use Email to Reach Out Personally (Not Just Broadcast)

A mass email saying “We need volunteers” might get skimmed. But a quick, personal message goes a lot further. Try something like:

Subject: Could we count on you for next Saturday?

Body:
Hi Jordan —
We’re looking for a few extra hands to help set up for our fall fundraiser on the 12th. It’s a quick 2-hour shift, and we’d love to have you there. Let me know if you're free and I’ll save you a spot.

You can send messages like this individually or use Levitate to personalize them at scale, without sounding like a mass blast.

Make It Easy to Say Yes

The easier you make it to sign up, the more likely people are to do it. That means:

• A clear ask (date, time, location, and what they’ll do)
• A quick sign-up link or direct reply option
• A friendly tone that sounds like you

Once someone says yes, send a quick confirmation and let them know what to expect. That small touch makes a big impact.

Keep the Energy Going After They Show Up

Recruitment doesn’t end when someone signs up. If you want people to come back, make sure they feel valued and informed.

• Say thank you — in person, in email, or both
• Send a quick follow-up with a photo or event recap
• Invite them to future opportunities without pressure

When volunteers feel appreciated, they become some of your biggest advocates.

Build a Repeatable Plan You Can Use Year-Round

Once you know what works, build your own simple recruitment calendar. For example:

• Monthly reminder email: Highlight one upcoming event or need
• Quarterly team updates: Share impact stories or behind-the-scenes wins
• Annual appreciation message: A warm thank-you note that makes people feel proud to be part of your mission

And if you’re using Levitate, you can schedule those messages ahead of time, or pull from our library of templates that sound like a real person, not a PR team.

Need Help Staying in Touch With Volunteers?

You don’t have to figure it out on your own. Levitate helps you build real, lasting relationships with volunteers through simple, personalized outreach, by email, text, or social.

If you’re ready to turn “we need help” into “we can count on you,” book a demo with a product expert today.

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