Volunteer Onboarding: Checklist & Best Practices
First impressions matter. A great onboarding experience turns first-time volunteers into long-term supporters. Here's exactly what to do.
Why Onboarding Makes or Breaks Volunteer Retention
Research consistently shows that how volunteers feel during their first experience is the strongest predictor of whether they'll return. A disorganised, confusing, or unwelcoming first day sends people away for good—even if they loved your cause.
65%
of volunteers who have a poor first experience don't return
48hrs
is the window to follow up before engagement drops
3×
more likely to return when paired with a buddy
Good onboarding isn't about paperwork and policies—it's about making people feel welcome, prepared, and valued from the moment they sign up.
The Complete Onboarding Checklist
Before They Start
Set expectations and build excitement from the moment they sign up.
Send immediate confirmation email
CriticalAcknowledge their sign-up within minutes. Thank them, confirm what they've signed up for, and tell them what happens next.
Provide essential information
CriticalWhere to go, what to wear, what to bring, who to ask for, parking/transport info. Everything they need to show up confidently.
Share your story
Send a brief intro to your organisation: mission, impact, and why their help matters. Build emotional connection before they arrive.
Complete any required paperwork
CriticalVolunteer agreement, emergency contact, health & safety acknowledgment. Get this done digitally before their first day if possible.
Send reminder 24-48 hours before
CriticalConfirm date, time, location, and any last-minute details. Include a contact number in case they're running late.
Initiate any required screening
Police vetting, working with children checks, reference checks—start early as these can take weeks.
First Day / First Shift
Make a great first impression. How volunteers feel on day one predicts whether they'll return.
Greet them warmly by name
CriticalHave someone ready to welcome them. First-day volunteers shouldn't have to figure out where to go or who to talk to.
Introduce them to the team
CriticalHelp them feel part of the group immediately. Name tags help everyone, not just new volunteers.
Give a quick orientation
CriticalTour of the space, where things are, safety basics, bathroom location, break room. Cover the essentials without overwhelming.
Assign a buddy
CriticalPair new volunteers with experienced ones. Having a go-to person reduces anxiety and accelerates learning.
Explain their specific role
CriticalWhat will they actually be doing? Walk through the tasks, show examples, and answer questions before they begin.
Connect their work to impact
Help them understand how their specific tasks contribute to your mission. 'These packs you're filling go to families affected by...'
Check in during the shift
CriticalDon't just leave them to it. Stop by, ask how it's going, answer questions, offer help if needed.
Thank them at the end
CriticalA genuine, personal thank you from a staff member or coordinator. Make them feel valued before they leave.
First Week
Follow up promptly to solidify the relationship and invite them back.
Send a follow-up thank you
CriticalWithin 24-48 hours. Reference something specific from their shift if possible. Personal touches matter.
Share impact update
'Thanks to volunteers like you, we collected $X / served Y families / completed Z project.' Connect their effort to outcomes.
Ask for feedback
Quick survey or simple reply: How was your experience? What could we do better? Shows you care about their input.
Invite them to next opportunity
CriticalDon't wait for them to come back—specifically invite them to their next shift or upcoming events.
Address any concerns
If they raised issues or seemed uncertain, reach out personally to address them.
First Month
Deepen the relationship and build towards regular engagement.
Provide any additional training
Now that they've had hands-on experience, fill in knowledge gaps and build skills for more complex tasks.
Introduce them to the wider community
Invite them to volunteer social events, add them to your volunteer newsletter, make them feel part of something bigger.
Discuss ongoing involvement
CriticalWhat would they like to do going forward? More of the same? Try different roles? Take on more responsibility?
Recognise their contribution
Whether it's a shoutout in a newsletter, a milestone badge, or just a personal note—acknowledge what they've done.
Gather preferences
How do they like to be contacted? What times work best? Any skills or interests you haven't tapped yet?
Welcome Email Template
Copy and adapt this template for your organisation. The key elements: immediate thanks, essential logistics, and a taste of your mission.
Hi [Name],
Thank you so much for signing up to volunteer with [Organisation Name]! We're thrilled to have you join our community of [X] volunteers making a difference in [cause/location].
Here's what you need to know for your first shift:
Date: [Date]
Time: [Start time] – [End time]
Location: [Address with landmark if helpful]
Parking: [Details] OR Closest public transport: [Details]
What to bring:
- [Items]
- [Comfortable shoes / weather-appropriate clothing / etc.]
What to expect:
You'll be [brief description of the role]. When you arrive, ask for [Contact Name] at [specific location, e.g., "the registration desk"].
A bit about us:
[1-2 sentences about your mission and impact. E.g., "We train assistance dogs that transform the lives of New Zealanders with disabilities. Last year, our volunteers contributed 5,000 hours to help us place 12 new dogs with their forever partners."]
Questions? Reply to this email or call [Phone Number].
We can't wait to meet you!
Warm regards,
[Your name]
[Role]
[Organisation]
P.S. We'll send you a reminder the day before your shift. See you soon!
The Buddy System: A Guide for Experienced Volunteers
Pairing new volunteers with experienced ones is one of the most effective retention strategies. Share this guide with your volunteer buddies.
Introduce yourself and share your own volunteering story
Building a personal connection makes new volunteers feel welcome
Show them around and explain the 'obvious' things
What's obvious to you isn't to them—where's the bathroom? Where do I put my bag?
Demonstrate tasks before expecting them to try
Watching someone do it first reduces anxiety and mistakes
Stay nearby and available for questions
New volunteers often won't ask questions unless you make it easy
Check in regularly without hovering
Balance support with giving them space to learn
Share tips and shortcuts you've learned
Your experience helps them get up to speed faster
Include them in conversations with other volunteers
Feeling part of the team is crucial for retention
Debrief at the end of the shift
Ask how it went, answer lingering questions, thank them for coming
Common Onboarding Mistakes
❌ Information overload on day one
Cover only what they need for their first shift. Save policies, history, and detailed procedures for later.
❌ No one knows they're coming
Brief your team in advance. Someone should be ready to greet new volunteers by name.
❌ Throwing them in the deep end
Start with simple, achievable tasks. Build confidence before complexity.
❌ Forgetting to follow up
Send a thank you within 48 hours. Don't assume they'll come back—explicitly invite them.
❌ One-size-fits-all approach
Different people need different levels of guidance. Check in and adjust your support.
❌ Not asking for feedback
New volunteers see things fresh. Their feedback helps you improve for the next person.
Key Takeaways
Automate your volunteer onboarding
PurposeTech sends welcome emails, reminders, and follow-ups automatically—so every volunteer gets a great experience without extra admin work.