The following sample coordinator emails can be used to guide your promotion and volunteer recruitment. They can also help to inspire new ideas for community involvement and Packing Parties.
Thanks so much for your willingness to participate in the Adopt-a-Unit effort with the USTA. So far we have X teams signed up and are still in the midst of our major recruiting push. Please talk it up, pass the flyer on to other tennis players and help us create excitement for this program!
We have a confirmation from (television station) that they are interested in doing a story on this and I anticipate they will be at our packing party to film on the (Date). I will be pitching (Magazine/Newspaper) this week as well.
Just FYI - we have found the best way to work on this is to collect $10 from each of your team members, and then go out and buy as many of the item you are assigned as you can with the money you have available. Try to hit 100 of whatever you're assigned to buy.
Tip: X went to (a grocery store) to order her item and they gave her a $20 gift card to help buy extra supplies! This is a great cause that our entire community can get behind.
A shout out to X who is my next door neighbor. She is going to pitch her faculty sponsor to get the letters of support we need from the various classes at X Elementary School.
You are welcome to drop the items off at my house anytime between now and (date). This way, we will know how many boxes we need to order and customs forms to fill out.
Thank you again for your support for our military families and deployed troops. This takes a great burden off the families knowing there are people like you out there looking out for their loved ones. I'll stay in touch!
Again, I want to thank you all for your help and dedication to the Adopt-a-Unit effort. We are ahead of schedule with collections and I'm thrilled to be working with all of you. Please extend my thanks to your teams and friends who are helping us out.
For those of you who have not yet been able to collect all of your items or money, please make a final push this coming week. We would like to be able to have most of the supplies at my house by (date) so we can gauge how many boxes we will need for the packing party on (date). You may drop your supplies off at my house anytime - just shoot me an email and let me know you're coming so I can look out for your supplies in case I'm not in when you arrive. Simply leave them on the front porch.
FYI - X was able to purchase 100 bottles of baby powder at (store), and when she showed them her flyer they gave her 10% off! It's definitely worth asking for a discount!
We have confirmation from both (television station) and Magazine and/or Newspaper on coverage of the project. Via this email, I am inviting each of you to attend the Packing Party beginning at (time) on (date). If we have at least a dozen of you there, I believe we'll be able to finish in time to get everyone home by dinnertime. If you cannot make it, please ask another member of your team if they would like to attend in your place. There will be plenty of 'refreshments', appetizers, and tasks to help get everything packed up and loaded into the back of my car so we can head to the Post Office the following day.
Please let me know if you have any questions, and again... THANK YOU!!!!!!
Just a quick reminder about the Adopt-a-Unit Packing Party on (date) beginning at (time).
If you have not yet dropped off your items at my house, please do so by the (date) if possible so we can gauge how many boxes we will need.
Thanks again everyone and stay warm!