Below find 2 templates that can easily be adapted in your chapter when sending out acceptance letters to potential new team members.
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To: INSERT NAME
Re: INSERT POSITION
Congratulations! On behalf of Students Offering Support: [SCHOOLNAME] Chapter, we would like to offer you the position of INSERT POSITION for the INSERT PERIOD term, effective INSERT DATE. Your direct supervisor for this position is INSERT NAME, INSERT TITLE, who will be contacting you within INSERT PERIOD with further instructions once you submit your acceptance by INSERT DATE.
[In this paragraph outline any upcoming dates (i.e. training session, orientation, think sync, socials, etc).]
Please ‘Reply All’ with your acceptance by INSERT DATE AND TIME.
Looking forward to hearing from you!
VP Human Resouces
Students Offering Support: [SCHOOLNAME] Chapter
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Good Morning/Afternoon/Evening [NAME]!
It is with great pleasure that Students Offering Support: [SCHOOLNAME] Chapter would like to welcome you to the team as the [POSITION NAME] for the [INSERT TERM]! We were very impressed with you and the skills you can bring to the organization. Students Offering Support, now a national charity with over 20 university chapters across Canada, started at Wilfred Laurier University 7 short years ago. In that time, we have raised many marks, lots of money, and tonnes of roofs! [INSERT ACCOMPLISHMENTS OF CHAPTER AND GOALS FOR THE UPCOMING YEAR].
Please find the attached position description, which outlines your role as an elite member of the [DEPARTMENT]. You will be directly reporting to the [DIRECT REPORT]. They will be contacting you within the upcoming week to touch base and introduce themselves. For sustainability of SOS in our community to take place, the dedication and quality of volunteers such as yourself will be crucial! So thank you again!
We have appreciated your patience during the selection process and we could not be more pleased with our new volunteers. We cannot wait to work with you in the coming year. We like to consider SOS volunteers as a big family and we hope that you will make friendships here that will last a lifetime. Together, we can continue breaking SOS records and helping students locally and globally! Thank you very much and we anxiously await your reply!
[DO NOT FORGET TO ATTACH THE POSITION DESCRIPTION IN THE EMAIL]
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- So as to not bombard your incoming volunteer with information, it is suggested that you first send a shorter note to them indicating an offer for the position. Once they have accepted the offer, then you will send a more detailed letter of acceptance including with it a detailed description of their position.