Saying Thank You to Volunteers

Volunteers give their time, energy and heart to support our communities. We all know we should thank them but finding meaningful and sustainable ways to do it can sometimes feel like a challenge, especially with limited budgets and capacity!

The good news? Appreciation doesn’t have to be expensive. In fact, some of the most powerful thank-yous are simple, personal, and genuine.

Why it Matters
Volunteers give their time, skills and energy freely so it’s important that we acknowledge their contribution in meaningful ways. Most volunteers don’t do it for the recognition, but they do want to feel valued, appreciated and connected to the purpose.

Showing appreciation isn’t just a nice extra, it has real impact:

• Volunteers who feel appreciated are more likely to stay engaged.
• Recognition helps people feel seen, valued and part of the mission.
• A simple thank-you builds trust and strengthens relationships.

Make It Personal
Sometimes the smallest gesture has the greatest impact. One volunteer shared how receiving a handwritten note in the post made their week, they felt truly valued. Personal thank-yous stand out because they feel real.

• Handwritten thank-you card or postcard
• Personal phone call just to say “thanks”
• Mentioning something specific they contributed

Involve Leadership
A message from the top can be incredibly meaningful. When someone in a leadership or governance role takes the time to acknowledge volunteers, it shows that their contribution is valued across the entire organisation, not just by the team they work with. Volunteers can feel truly seen when appreciation comes from “higher up.”

• A thank-you letter or email personally signed by the Board or CEO.
• A short video message from leadership acknowledging volunteer contributions (Even a 30-second phone video can be fun, informal and heartfelt!)
• Board or management attending volunteer gatherings or popping in during shifts to say hello and thank you in person.

Celebrate Publicly
Public recognition can go a long way - just make sure the volunteer is comfortable with it (not everyone likes being in the spotlight)

• Spotlight volunteers on social media or newsletters
• “Volunteer of the Month” feature
• Give them a shout-out at team meetings or events

Create Moments of Joy
You don’t need a big budget to make volunteers feel special. One of the common challenges of volunteer recognition is limited funds—but small, thoughtful gestures can have a big impact.

• Bring people together over kai - host a morning tea or shared lunch (potluck style works!)
• Create a gratitude wall where staff and other volunteers add notes
• Give out fun certificates or personalised awards
• Share photos/stories of the impact they’re making

Make It Fun
A little creativity goes a long way! Sometimes, in the busyness of volunteer coordination, we forget that recognition can, and should be fun. Injecting humour and playfulness can make appreciation memorable and enjoyable.

• Create a funny thank-you video or blooper reel from staff
• “Volunteer appreciation survival kit” (e.g. chocolate, tea bag, note)
• Give them a role in designing the celebration

Ask What THEY Value
Sometimes the best way to thank people is simply to ask: “What kind of acknowledgement makes you feel appreciated?”
You might be surprised!

Build a Culture of Ongoing Appreciation
One big event a year is great but regular, authentic thanks throughout the year is even more powerful.

• Say thank you on the day, not just at the end of the project
• Encourage staff and team leaders to build appreciation into everyday conversations
• Celebrate milestones (e.g., 6 months, 1 year, 5 years)

The Heart of It All
At the end of the day, volunteers don’t need grand gestures, they need to know they matter.
A simple, sincere thank you can leave a lasting impact. Because when volunteers feel valued, they don’t just stick around, they thrive.