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Jom Cuba · Try this week · No. 2

A volunteer's first week

A new volunteer turns up and nobody is sure what to give them. Fix that once, in about 10 minutes.

About 10 minutes, once

Before you startDo not put IC numbers, bank details, passwords, or personal details about the people you help into any message or AI tool. Read everything before you send it.

How this page works. Press Copy under any box. Paste it into WhatsApp, Word or your AI chat. The highlighted [brackets] are the parts you fill in with your own details. Delete any line that does not fit you.

Part 1 · Before the first shift

Ask three questions

Send this on WhatsApp as soon as someone says yes.

Hi [name], welcome to [NGO name]! Before your first shift, three quick questions so we can plan well:

1. How many hours can you give, each week or each month?
2. Which days or times suit you?
3. What would you like to do with us?

I will send you a short welcome sheet once I hear back. Thank you! [Your name]

Part 2 · The welcome sheet

One page they can keep

Press Download for Word to get it as a Word file to fill in and print. Or press Copy to paste it as text.

Where to go[Address, landmark, where to park]
When[Day, start time]. Please arrive 10 minutes early.
Who to ask for[Buddy's name], phone [number]. Your buddy looks after you for your first week.
What to bring or wearNeat, comfortable clothes. A water bottle. A notebook and pen. [Anything else, for example closed shoes]
Your first task[One sentence. For example: help pack food packs at the packing table.]
If you cannot comeMessage [name] on [number] before [time].
Where we share news[WhatsApp group name, or "I will add you to the group on your first day"]
Our rules- Treat everyone with kindness and respect. - Be on time. Tell us if you will be late. - Protect the privacy of the people you meet. Do not share private information about them. - Do not take or share photos or videos without permission. - Follow the team's instructions and safety rules. - Ask a team member if you are unsure what to do.

The rules are a starting point. Delete the ones that do not fit your NGO and add your own.

Part 3 · The same welcome on WhatsApp

Copy, fill in, send

The same information as the sheet, in a form that reads well on a phone. In WhatsApp, text between asterisks shows in bold.

Hi and a warm welcome to [NGO name]! 👋

We are glad to have you. This message will help you get started.

📍 *WHERE TO GO*
[Address, landmark, where to park]

🕒 *WHEN*
[Day, start time]. Please arrive 10 minutes early.

🙋 *WHO TO ASK FOR*
[Buddy's name], phone [number]. Your buddy looks after you for your first week.

🎒 *WHAT TO BRING OR WEAR*
- Neat, comfortable clothes.
- A water bottle.
- A notebook and pen.
- [Anything else]

📝 *YOUR FIRST TASK*
[One sentence]

📞 *IF YOU CANNOT COME*
Message [name] on [number] before [time].

📢 *WHERE WE SHARE NEWS*
[WhatsApp group name or link]

🤝 *OUR RULES*
- Treat everyone with kindness and respect.
- Be on time. Tell us if you will be late.
- Protect the privacy of the people you meet. Do not share private information about them.
- Do not take or share photos or videos without permission.
- Follow the team's instructions and safety rules.
- Ask a team member if you are unsure what to do.

Thank you for giving your time to [NGO name]. Your help matters! ❤️

Open WhatsApp, choose the volunteer, paste, check the details, then press Send.

Part 4 · After the first week

Ask what was unclear

Then change the sheet for the next person. Also thank them by name in the group, for something specific.

Hi [name], thank you for [something specific they did]. One question: what was unclear this week? I will change the welcome sheet for the next person. [Your name]

Or use your AI tool

Let an AI write it for you

Fill in the highlighted brackets once, paste the prompt into ChatGPT, Gemini, Copilot or a similar chat, and you get the welcome sheet and the WhatsApp message in one go.

Do not pasteIC numbers, bank details, passwords, or personal details about the people you help. Check everything the AI writes against your own records before you use it.

  1. Press Copy prompt.
  2. Open your AI chat and paste it.
  3. Replace the [square brackets] with your details. Delete any house rules that do not fit.
  4. Send it and read the result. Check it against your own papers.
  5. Copy the WhatsApp message, open WhatsApp, paste it to the volunteer and press Send.
I help run [NGO name], a [type of NGO, for example community kitchen] in [town]. Write a welcome for a new volunteer, in plain words and short sentences. Use only the details below. If a detail is left empty, leave a [blank] for me to fill in. Never invent anything.
Where to go: [address]
When: [day and time of the first shift]
Who to ask for: [name and phone number of the person who looks after new volunteers]
What to bring or wear: neat, comfortable clothes; a water bottle; a notebook and pen; [anything else]
Your first task: [one sentence]
If you cannot come: [who to tell, and by when]
Where we share news: [for example our WhatsApp group, with the link]
Our rules (delete any that do not fit us):
- Treat everyone with kindness and respect.
- Be on time. Tell us if you will be late.
- Protect the privacy of the people you meet. Do not share private information about them.
- Do not take or share photos or videos without permission.
- Follow the team's instructions and safety rules.
- Ask a team member if you are unsure what to do.
Give me two blocks I can copy:
1. A one-page welcome sheet with these headings: where to go, when, who to ask for, what to bring or wear, your first task, if you cannot come, where we share news, our rules.
2. A WhatsApp message with exactly the same information as the sheet. Start with a warm welcome using the NGO's name. Give each heading its own line in capital letters between asterisks, with one fitting emoji in front (for example 📍 *WHERE TO GO*). Under each heading write short lines, use a dash for lists, and leave a blank line between sections. End with a thank-you line.
See a worked example
Invented organisation, not real

Example Community Kitchen, Kajang. The address and phone number are made up.

The welcome sheet

Where to goThe side door of the community hall, 12 Jalan Contoh, Kajang (invented). Parking is behind the hall.
WhenSaturday, 9:00 am. Please arrive 10 minutes early.
Who to ask forFarid, phone 012-000 0000 (invented). Farid looks after you for your first week.
What to bring or wearNeat, comfortable clothes. A water bottle. A notebook and pen. Closed shoes. We give you an apron.
Your first taskHelp pack rice, cooking oil and tinned food into food packs at the packing table.
If you cannot comeMessage Farid on 012-000 0000 before 8:00 am.
Where we share newsI will add you to the volunteers' WhatsApp group on your first day.
Our rules- Treat everyone with kindness and respect. - Be on time. Tell us if you will be late. - Protect the privacy of the families we help. Do not share private information about them. - Do not take or share photos or videos without permission. - Follow the team's instructions and safety rules. - Ask Farid if you are unsure what to do.

The WhatsApp message

Hi and a warm welcome to Example Community Kitchen! 👋

We are glad to have you. This message will help you get started.

📍 *WHERE TO GO*
The side door of the community hall, 12 Jalan Contoh, Kajang (invented). Parking is behind the hall.

🕒 *WHEN*
Saturday, 9:00 am. Please arrive 10 minutes early.

🙋 *WHO TO ASK FOR*
Farid, phone 012-000 0000 (invented). Farid looks after you for your first week.

🎒 *WHAT TO BRING OR WEAR*
- Neat, comfortable clothes.
- A water bottle.
- A notebook and pen.
- Closed shoes. We give you an apron.

📝 *YOUR FIRST TASK*
Help pack rice, cooking oil and tinned food into food packs at the packing table.

📞 *IF YOU CANNOT COME*
Message Farid on 012-000 0000 before 8:00 am.

📢 *WHERE WE SHARE NEWS*
I will add you to the volunteers' WhatsApp group on your first day.

🤝 *OUR RULES*
- Treat everyone with kindness and respect.
- Be on time. Tell us if you will be late.
- Protect the privacy of the families we help. Do not share private information about them.
- Do not take or share photos or videos without permission.
- Follow the team's instructions and safety rules.
- Ask Farid if you are unsure what to do.

Thank you for giving your time to Example Community Kitchen. Your help matters! ❤️

After the first week

Hi Aisha, thank you for packing 60 food packs on Saturday. One question: what was unclear this week? I will change the welcome sheet for the next person. Farid