In this series of blogs, our Volunteering Development Officer, Dave Thomas, takes an overview of the five key steps of the volunteer journey. In the first one, he emphasises that leaders of volunteers need to be thinking from the perspective of a brand new volunteer who has never heard of your organisation. In the second, he encourages them to act quickly and decisively to harness the new volunteer’s interest. In the third blog, Dave addresses how to maintain the initial interest and develop an engaged and committed member of the team. The fourth blog examines how we might retain that volunteer for some time, whether regularly or occasionally.
In this final part of the series, Dave bows to the inevitable fact that the volunteer will eventually move on.
Saying Goodbye Well – When Volunteers Move On
All volunteer journeys come to an end.
Sometimes it’s expected - a student completes their placement, a project wraps up, or a time-limited commitment comes to a natural close. Other times, it’s more sudden - changes in health, family responsibilities, relocation, or shifts in paid work mean that even the most dedicated volunteer may need to step back.
Whatever the reason, how your organisation handles a volunteer’s departure says as much about your values and culture as how you welcomed them in. And getting it right can have long-lasting benefits for both your organisation and the wider cause.
Why endings matter
In busy organisations, it’s easy to focus all attention on recruitment, training, and keeping current volunteers engaged. But the experience a person has when they leave is just as important as when they arrive, and it’s often more lasting.
The way you support a volunteer to exit your programme can influence:
- How they speak about your organisation to others
People are more likely to share stories about how they were treated at moments of transition. A thoughtful, appreciative goodbye can turn a former volunteer into a powerful advocate.
- Whether they’d recommend volunteering with you to someone else
Word-of-mouth is still one of the strongest ways people find new volunteering opportunities. Former volunteers can be your most trusted recruiters, or your harshest critics.
- Whether they might return in future
Life changes, and so do people’s availability and interests. A volunteer who leaves today might return in a few months, or even years, but only if their departure felt respectful and valued.
Volunteers as advocates – even after they leave
Volunteers don’t stop caring about the cause just because they stop giving their time. In fact, many continue to champion the organisation in informal but important ways:
- Talking positively about their experience to friends, family, and colleagues
- Sharing your events and campaigns on social media
- Donating financially when they’re no longer able to give time
- Connecting you with new supporters or other networks
In this way, every volunteer has the potential to become a lifelong ambassador for your work - but only if they feel appreciated, heard, and respected when they move on.
Making a good ending
So what does ‘saying goodbye well’ look like in practice? Here are some simple steps to consider:
- Acknowledge the change
Don’t let volunteers fade away unnoticed. A personal message or conversation, even a short one, shows their contribution mattered.
- Say thank you
Be specific. Highlight something they did well or the impact they made. A general ‘thanks for your help’ is good; a tailored thank-you is better.
- Offer a closing conversation
An informal exit chat gives space for feedback and reflection. It also shows that their views are still valued, even at the end.
- Celebrate publicly (if appropriate)
A goodbye post on your internal comms, newsletter or social media — with their permission — can make a volunteer feel proud and encourage others.
- Keep the door open
Let them know they’re welcome back in the future, or that there are other ways they can stay involved (e.g. joining your mailing list, becoming a donor, or attending events).
- Keep track of former volunteers
A basic alumni list or database means you can invite them to future opportunities — and remind them they’re still part of your community.
Conclusion
A volunteer leaving doesn’t have to mean goodbye forever. With a little thought and care, you can turn endings into beginnings of new roles, future partnerships, or simply stronger community support.
Saying goodbye well is not just good manners - it’s good strategy. It turns every volunteer, past or present, into a potential advocate for your organisation and your cause.
A well-handled goodbye leaves a positive final impression and respects the time and effort a volunteer has given.
Normalising the goodbye
First, remove the sense of awkwardness. Volunteers are allowed to move on - and it should be okay to talk about it. You can help by:
- Making it clear at induction that volunteers can leave at any time
- Reassuring people that life changes are normal
- Creating a culture where exits are accepted and respected
This makes it easier for volunteers to be honest and less likely to “disappear” without explanation.
Exit conversations
When a volunteer decides to leave, try to have a short conversation before they go. This isn’t a formal “exit interview” — more a friendly check-in. Ask:
- What made them decide to step away?
- What went well for them while volunteering?
- What could be improved for future volunteers?
These insights are valuable, especially when shared anonymously with your team. Be open, thank them, and don’t take it personally.
Marking the departure
Every goodbye deserves acknowledgement. That could be:
- A heartfelt thank-you message or card
- A small gift or token if appropriate
- Mentioning their departure in your newsletter (with permission)
- A group send-off if they were part of a team
Avoid overdoing it if the volunteer would feel uncomfortable, but don’t let people slip away unrecognised either.
Staying in touch
Some volunteers may be open to a future relationship with your organisation — just not active involvement right now. If appropriate, ask if they’d like to:
- Stay on the mailing list or newsletter
- Hear about short-term or one-off opportunities
- Be invited to social events or celebration days
This keeps the door open and builds a valuable alumni network.
Capturing the legacy
Especially for long-standing volunteers, think about how to honour what they’ve contributed:
- Can they write a short piece for your website or newsletter?
- Would they be willing to mentor a new volunteer before they leave?
- Could their story be shared (with permission) to inspire others?
This not only recognises the individual, but also builds a culture where volunteering is seen as impactful and meaningful.
Reviewing and learning
Every volunteer exit is a chance to learn. Consider keeping a simple log of:
- Reasons for leaving
- Duration of involvement
- Whether they’d recommend volunteering with you
- Suggestions they offered
Review this every few months to spot trends. It might highlight issues with role design, support, or scheduling - or give you reassurance that people are moving on for entirely positive reasons.
