What every reminder needs
Most reminders that go wrong are missing one thing. Somebody turns up at 9:00 for an 8:30 start, goes to the wrong gate, or doesn’t know who to tell when they’re sick. Before you send any reminder, check it has these five parts:
- The day and date, in full: “Saturday 14 March”, not “this weekend”.
- The time, start and finish: “8:30–11:00”, including arrival time if it’s earlier than the start.
- The job and the place: “Canteen, under the grandstand”.
- Who else is on, so people can sort out lifts or swaps themselves.
- What to do if they can’t make it, and by when.
Keep it to what fits on a phone screen. Nobody reads the fourth paragraph of a reminder.
When to send reminders
| Message | When | Why |
|---|---|---|
| The new roster | At least two weeks before the first date | Time for people to spot clashes |
| The week ahead | Same day each week, e.g. Sunday evening | People plan their week on Sunday night |
| The day before | 24–48 hours ahead | Catches people who simply forgot |
| On the day | Only for early starts or changes | More than that becomes noise |
Pick a rhythm and stick to it. A reminder that arrives at the same time every week becomes something people rely on. One that arrives sometimes teaches people to wait for it, and then miss the week it doesn’t come.
Examples to copy
Change the names, dates and places, and keep the shape.
Sending out the new roster
“Hi everyone, the canteen roster for Term 2 is out: [link or attached]. Please check your dates now. If any of them don’t work, tell me by Friday 4 April and I’ll move you. Thanks, Priya”
The week ahead
“This week at Brookfield Kindy: Tuesday 8 April, fruit and washing: Ana and Kofi. Thursday 10 April, garden: Sofia and Dev. If you can’t make yours, let me know as early as you can. Thanks all.”
The day before (volunteer shift)
“Hi Liam, a quick reminder that you’re on the Riverside Op Shop front counter tomorrow, Wednesday 9 April, 9:30–1:00, with Margaret. The key is in the usual spot. If something has come up, call me on 0400 000 000 tonight. Thanks!”
Canteen or kiosk
“Canteen tomorrow, Saturday 12 April: you’re on the 8:00–10:30 shift with Mei and Hamish. Please arrive at 7:45 to get the urn on. Closed-in shoes, hair tied back. If you can’t make it, text me before 7 pm tonight.”
Early start
“Morning Fatima, you’re opening the surf club gate at 6:00 today with Jack. Thanks for being up early.”
Staff or team roster
“Hi team, next week’s front desk roster is on the board and the link. Changes from last week: Yuki is on Tuesday instead of Thursday. Any problems with your days, tell me by Friday.”
Household or flatmates
“Bin night tonight! It’s Olu’s turn. Recycling goes out too this week.”
Asking for cover
“Hi Ngaio, Tomás can’t do Saturday 12 April, 8:00–10:30 in the canteen. You haven’t had a turn for a while: could you take it? If not, no worries, just let me know by 6 pm.”
A thank-you after the day
“Thanks to Aisha, Dev and Sofia for running the canteen on Saturday, and for the scones. The float was right to the cent.”
The guide on what to do when someone can’t make it has more on cover messages.
Tone: friendly, not guilt-tripping
Reminders work best when they sound like a helpful note from a friend. Avoid:
- Guilt: “We really need everyone to step up this time.” It lands on the people already doing the most.
- Capital letters and exclamation marks for anything other than bin night.
- Public naming of people who missed a shift. Talk to them privately.
- Long lists of rules. Put the rules on the roster sheet once. The reminder is just the date.
Do thank people by name, in public, after the day. It costs nothing and it is the reason many volunteers come back.
Group chat or one by one?
A weekly message in the group chat is quick and lets everyone see who is on. Day-before reminders work better one to one: a message addressed to someone by name is harder to scroll past. If your group chat is very busy, pin the roster link at the top so people can find it without asking.
Whichever you use, point people to one copy of the roster, not a screenshot. Screenshots go out of date the moment someone swaps, and then two versions are circulating.
Letting FairTurns send them
If writing these each week is a chore, FairTurns Pro can do it. On Pro, FairTurns emails the schedule to the team every week, fortnight or month, on the day the organisation chooses, and sends a reminder by email before each date. People can reply “I can do it” or “I can’t make it” straight from the email, and the team’s moderators are emailed when someone can’t make it.
These roster emails go only to people who have accepted an invitation to the organisation. People added by name only, without an email address, get no email, so they still need a message from you or a printed roster. FairTurns sends email only: it doesn’t send text messages or phone notifications. See roster reminders.
Questions
What should a roster reminder message say?
The day and date in full, the start and finish times, the job and place, who else is on, and what to do if you cannot make it.
When should I send a roster reminder?
Send the new roster at least two weeks before the first date, a week-ahead message on the same day each week, and a short reminder 24 to 48 hours before each shift.
How do I remind volunteers without nagging?
Keep it short and friendly, send it on a regular rhythm, avoid guilt, and thank people by name after the day.
Can FairTurns send roster reminders?
Yes, on Pro. It emails a reminder before each date and the schedule on a day you choose, to people who have accepted an invitation. Reminders are by email.