As a room mom or dad, a simple letter asking for volunteers will help you get more support when hosting classroom parties and coordinating class projects. If you’re anything like me, you might be tempted to do all the room parent activities flying solo.
Trust me, I get it!
But, here’s the truth, momma: You don’t have to do it all alone just because you are the homeroom mom (or the head room parent). And it’s perfectly OK to ask for help.
As a matter of fact, many parents would love the opportunity to help out in the classroom! Use the room mom volunteer letter templates in this post to transform your hectic room mom experience into a successful, carefree school year as the room parent!
Pin it for later! ⤵️
When to Ask for Volunteers
That old saying, “It takes a village” applies to room parenting too, right?!
YES, I think it does! And as hard as it is for me to EVER ask for help, I’ve learned that getting support from other parents actually helps ME enjoy being the head room mom even more.
As room parents, we know how important it is to volunteer at school. Selflessly donating our time and energy to others lets our kids see what community teamwork is all about!
The school year is filled with volunteer opportunities for parents. The most common events room moms need volunteers for will be:
- classroom parties
- class projects
Basically, anytime you think you will need an extra hand or when you want someone else to handle the snacks. Hehe. 😁
IMPORTANT-ISH NOTES
#1: Before you send out your volunteer request to parents, make sure you have the most up-to-date parent emails on your list by using this editable form. You will get a much better response if your emails are current!
#2: Hopefully at this point you’ve already send out a room mom introduction letter to introduce yourself as the room parent. If you haven’t, no worries! Use this room mom introduction letter template to officially say “Hi!” to parents. You can even combine the intro letter with the volunteer email!
What Kind of Email Template Do You Actually Need?
Knowing what kind of room mom volunteer letter you need starts with knowing a few things:
- The activity you need help with (what’s the occasion? Party or project?)
- The type of support you need (help with a craft or a game?)
- What supplies are needed (craft supplies, games, snacks, drinks, etc.)
Your answer to the first question will determine the type of room mom volunteer letter template you actually need. We’ve broken it down into two groups below: classroom party and class project.
Volunteers Letter Template for a Classroom Party
Class parties include classroom events held for Thanksgiving or Fall Fest, Halloween party, Christmas or Winter break celebration, Valentine’s Day party, Mardi Gras (if you’re in the south like me), St. Patrick’s Day, Easter or Spring break, Teacher Appreciation Week events, and End of School Year party.
The holidays celebrated each year will vary from school-to-school. So, check with your child’s teacher about what you need to prepare for and grab the Room Mom Editable Calendar Guide inside the Resource Library to keep you on track this year.
What Kind of Help You’ll Need at a Class Party
Generally, class parties will consist of a craft or game (or both) and a snack. When planning a party, decide what YOU want to handle yourself. For me, this is usually the craft or game. I’m not very good at baking (or cooking for that matter), so I’d rather not be in charge of bringing snacks.
And drinks are heavy, so I’d rather not do that either. 😆
Once you have a general idea of what you want volunteers to be in charge of, you’re ready to fill out the email template. Enter your email below to get this free template inside of the Room Mom Resource Library. I’ll send the password to your inbox right away!
Alternatively, you can copy and paste the text below into your favorite word processor to customize. Add/delete whichever parts make sense for your letter!
Classroom Party Volunteer Email Template
Hi ___(GRADE LEVEL HERE)___ Grade Parents!
___(EVENT/OCCASSION HERE)___ is coming up on ___(DATE OF EVENT)___! We have ___(CRAFT, GAME, and/or SNACK GOES HERE)___ planned for the day, and I would love for you to join us!
Here’s what we have planned for the day:
- ___(SNACK)___: If you would like to be in charge of bringing a snack to the party, please reply to this email. We have ___(NUMBER OF STUDENTS)___ in the class. *Please note our campus is a nut-free facility!*
- ___(DRINKS)___: If you would like to be in charge of bringing drinks to the party, please reply to this email. We have ___(NUMBER OF STUDENTS)___ in the class.
- ___(CRAFT/GAME)___: I need a couple of volunteers to help our kiddos with this activity. No special skills required. 🙂 Just show up and have fun with us!
If you would like to help out, please reply to this email and let me know! It’s going to be loads of fun. Our kids always have a blast at class parties!!
Thank you so much for your support,
– YOUR NAME & CONTACT INFO HERE
Volunteer Letter Template for Class Projects
Class projects like this can include school-wide projects like a class auction item or seasonal projects like pumpkin decoration contests for Fall Fest, Christmas pageant prep, Teacher Appreciation Week events or End of Year projects.
The biggest class projects we have throughout the year are the pumpkin decorating contest in the Fall and the class auction item for the school’s live auction in the Spring. Your school projects may be completely different, and that’s OK!
This email template will work for any school project. Copy and paste the text below or get access to the Resource Library to get the Google Doc version for free.
Class Project Volunteer Email Template
Hi ___(GRADE LEVEL HERE)___ Grade Parents!
The ___(CLASS PROJECT HERE)___ is coming up on ___(DATE OF PROJECT)___, and I need your help! We will be making/working on ___(A FEW PROJECT DETAILS HERE)___. If you are able to lend a hand while we work on it together, I would appreciate it more than you can imagine!
If you’re not available to help but would like to send supplies, we will need ___(LIST SUPPLIES NEEDED HERE)___. Email me if you would like to send any of these items! Please send supplies to school with your child by ___(DATE SUPPLIES NEEDED HERE)___.
If you would like to join us or pitch in by sending supplies, please reply to this email and let me know! It’s going to be loads of fun. Our kids always have a blast when we do projects together!!
Thank you so much for your support,
– YOUR NAME & CONTACT INFO HERE
SIDE NOTE: An alternative to asking for project supplies is asking parents for donations. You can write a letter to parents asking for money for a specific project or for funding your class budget. We have templates for both inside the Resource Library!
Related Resources
- Consider adding an inspirational Volunteer Quote to your letter to encourage more sign ups!
- Not sure how to let everyone know you’re the new room mom? Get a copy of this room parent introduction letter to make the process quick and easy!
- Planning a teacher gift from the class? Learn How to Write a Room Mom Letter to Parents Asking for Money
- Planning a class party? Use this guide to collect donations from parents.
- Learn how to create a Class Budget and collect Donations for Class Projects
- No Room Mom Program at your school? Learn how to start a room parent program from scratch!
Conclusion
I hope this post about how to write a room mom volunteer letter was helpful!
Every room parent needs their own little tribe of volunteers. Each class will have a few moms or dads who love to be involved in classroom activities when they can. And with the rise of the internet, more parents are working from home than ever before.
I really struggle with asking for help, and it always causes unnecessary stress. You don’t need to feel that way about room parenting… EVER! It’s supposed to be fun and supportive to the teacher. Never stressful!!
If you used this volunteer letter template, let me know in the comments! I’d love to know what project or party you’re working on. 🙂
Have a great day,
Amy
More Event Ideas and Resources
- Learn about volunteering and how to host fun school events like: