What is the proper protocol to terminate an volunteer? Is there or should a Termination Letter be sent to the volunteer?
I have a volunteer that has not been active or cooperative for the past 6 months. I have tried to provide assistance, talked to her and offered her the opportunity to wihtdraw from the program and no improvement. She makes excuse, fail to complete assigments and return documents when instructed. Is there a form letter to terminate volunteers?
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We don't have a form letter to share with you for terminating a volunteer, but the good news is that you have almost all the information you need to write one right here.
I would recommend a short, simple email or mailed letter stating what you've written above. Don't get into the details - hopefully you've already done that in your earlier conversations. This is not a time for negotiations or warnings, this is an official ending to the relationship. It should be professional and business-like, not emotional. Try a form like the following example:
"Dear Volunteer, I have reached out to you over the last six months to discuss your participation in the program, etc. (If you have dates of meetings or emails you may want to include them here as well.) You have repeatedly failed to complete assignments, etc." (Again - don't try to solve problems here, or invite the volunteer back into the organization. This is the last step, not an opportunity to solve problems in behavior or actions.)
If you have sections covering the ending of this relationship in your Volunteer Handbook (or Policies and Procedures Manual) I would include them as well. "When you joined you were given a Handbook and agreed to follow the policies included in it. Required actions and behaviors are covered in Section X and by failing to comply with X I can no longer allow you to participate in the program This letter effectively ends your volunteer service with our organization."
It's never easy to ask a volunteer to leave, but remember you're spending all of this time trying to solve problems created by one volunteer - I'm sure you have so many more great volunteers who deserve your time and attention.
We'll be covering this topic and more in our upcoming webinar Managing Difficult Volunteer Transition. Learn more about the session and register on our Learning Center
Good luck with your program!