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How to make an offer

This guide will help you to understand how to make an offer to volunteers as the first step in our application process.

Linda Anderson avatar
Written by Linda Anderson
Updated this week

Our application system might seem difficult at first, but once you understand it, it will be easy for you to handle it. To simplify your volunteer recruitment on Volunteer World we would like to give you a step by step guide on how to make an offer. :)​

1. Access Your Applications

Log in to your account and click on the “Applications” button in the top menu.

Your Application Dashboard will show all current applicants. Click “Details” on any application to open it.

2. Review the Application

When evaluating a volunteer application, you can check all key details to determine if the applicant is a good fit for your program.

📌 Volunteer Information (Left Side)

  • Basic information about the volunteer(s)

  • Note: Contact details are hidden until the volunteer books. They become visible automatically once the deposit is paid.

📌 Application Overview (Top Section)

  • Selected program and dates

  • Duration and number of volunteers

  • Full fee breakdown

  • If a volunteer requested an add-on, it will already be displayed here.

📌 Messaging (Right Side)

Use the chat box to ask follow-up questions or clarify expectations before sending an offer.

3. Accept the Applicant → Click “Make Offer”

4. Adapt and verify your offer

Inside the offer editor, you can update the following:

✏️ Dates

Click on the calendar to change start or end dates if needed (e.g., based on your availability or the volunteer’s request).

👥 Fellow Travellers

If the applicant is part of a group but you cannot accommodate all, simply uncheck the travellers you wish to remove.

💰 Fee Adjustment

Under Breakdown of Fees, adjust the price if necessary.

Important: Click the blue checkmark after editing to save the new price - otherwise the change will not apply.

➕ How to Add or Remove Add-Ons in an Offer

Below the pricing section, you’ll find Add-Ons. This allows you to:

  • Add extra services the volunteer requested

  • Remove add-ons that you cannot provide (e.g., private room unavailable)

  • Simply tick the box to include an add-on.

  • Untick it to remove it.

👉 The offer price updates automatically based on your selection.

Best Practice:
If an add-on is unavailable, always inform the volunteer via message so expectations are clear.

Good to know: If you haven't added any Add-Ons yet, you can create them anytime in Step 6 of your program.

5. Review Your Message & Send

On the right, you’ll see a pre-written offer message. You can:

  • Use it as is

  • Or personalize it with additional details — e.g. how final payment is handled (only needed if PayPal is not your default payment method)

⚠️ Please ensure you follow our communication guidelines when messaging volunteers.

6. Final Step: Click Send Offer

Once sent, the volunteer can accept and book! 🎉 If adjustments are needed later, you can always change your offer.

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