Want More Parent Volunteers? Be Specific—Here's How

PTO Today surveyed 764 active PTO and PTA leaders across the country in May 2025, and 64% cited “a shortage of volunteers” as the biggest community engagement challenge their school currently faces. So if you’ve ever sent out a vague plea for volunteers and heard nothing but crickets, you’re not alone. Last year, our PTO sent a ‘can anyone help?’ email… and got one reply from someone’s grandma in Virginia! Unfortunately, she couldn’t bedazzle swag remotely or set up the Teacher Appreciation School Supply Buffet.

PTOs have so many fun and meaningful opportunities to bridge the gap between school and home, but getting parents to sign up is a solvable challenge. The problem? Broad, unspecific asks make it hard for busy parents to see how they fit in or what exactly is expected of them.

But there’s a simple fix that works: be specific!

Why Specificity Matters

Parents juggle work, kids, and endless responsibilities—and they’re bombarded with competing communications. One day, I got seven (yes, seven) emails from my son’s elementary school. When a PTO message says “We need volunteers,” it can feel overwhelming or too ambiguous to respond. Instead, a clear, concrete request like, “I need two volunteers to assemble teacher appreciation baskets after the all-school meeting on Friday, April 2nd, from 9-10” gives parents an easy yes or no and a clear picture of what they’ll do.

What Specificity Does

• Clarify the commitment (time, task, location, number of people needed)
• Reduce volunteer anxiety (less guessing, more confidence)
• Help match skills and interests (targeted roles attract the right people)
• Increase response rates (people respond better to clear asks)

From Vague and No… to Specific and Yes!

• Instead of… Can someone help with STEM Night? Try... I need 2 volunteers to facilitate bridge-building from 6–7 pm.
• Instead of… Need help with the major traffic clog at school drop off. Try... I need 3 volunteers to help direct cars in the carline from 8:30–9 am (bonus if you're also willing to wear one of our traffic cone costumes!).
• Instead of… We need help at the book fair. Try... Can you manage the checkout table during the 3–5 pm shift?
• Instead of… Volunteers needed for the spring carnival. Try... Looking for 3 volunteers to run the ring toss game from 1–3 pm.
• Instead of… Help with the school garden. Try... Can you lead a planting session with 4th graders next Tuesday at 4 pm?
• Instead of… Can anyone assist with the holiday party? Try... Need 5 parents to decorate the gym on Friday from 5–7 pm.
• Instead of… Need someone for field day. Try... Seeking 2 volunteers to set up the obstacle course at 8 am.
• Instead of… Help wanted for newsletter editing. Try... Looking for a parent to proofread the June newsletter by Thursday.
• Instead of… Can someone organize teacher appreciation? Try... Need 1 volunteer to order and arrange snacks for staff on May 3rd.
• Instead of… Need assistance with fundraising calls. Try... Can you make reminder calls to donors on Monday from 6–7 pm?
• Instead of… Volunteers needed to run spirit wear sales. Try... Looking for 2 parents to staff the spirit wear table after school on Wednesday.

PTO Volunteer Menu (Canva Template)

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Tips for Writing Specific Volunteer Requests

• Include exact date and time (Parents want to know if they can fit it in)
• Describe the task clearly (Avoid jargon or vague roles)
• State how many people you need (Creates urgency and a sense of teamwork)
• Mention skills if relevant (For example, “good with a glitter gun” or “likes to sort and organize”)
• Make it easy to respond (Provide sign-up links or clear contact info, and leverage your school’s messaging system when possible)
• Use positive, inviting language (Instead of “help needed,” try “join us” or “be part of the fun.”)
• Include the impact (Yes, everyone is super busy, but if parents know that even one hour is going to help out a teacher or raise much-needed funds for a special field trip, they are more likely to say yes).
• Lower the stakes with humor (Need a volunteer to run the ring toss-bonus points if you're not afraid of glitter! Put that journalism degree to use! Looking for a grammar-savvy parent to proofread newsletters for an hour.)

@notyouraverageptamoms Yeah we're this extra 😂 gotta keep that line moving! #mvspta #dontgoblockingdropofflines #target ♬ original sound - MVS PTA

The next time you need more hands on deck, ditch the vague call for “any volunteers” and get specific. You’ll be amazed at how much easier it is to get busy parents to say yes when they know exactly where, when, and how they can help.