Sample Correspondence (Mentoring)
Email to a Mentee when confirming a match
Dear [Mentee Name],
We are happy to advise you that we have received an enthusiastic response from our volunteers for the role
of your mentor from [Volunteer(s) Name Surname, Organisation]! Please find attached [Volunteer(s)]’s CV(s).
Where to from here? LV recommends a fairly formal process to selecting your mentor and establishing the
relationship. While interactions with your mentor may vary from the very informal to quite structured activities,
it is helpful at the beginning to formally agree on what you hope to achieve and any expectations you may
have of each other.
Step One: Contact your applicant(s) and arrange to meet in person. This way you will get a good feel for their
mentoring style and see if the two of you click.
Step Two: Let me know who you would like to continue with as your mentor.
Step Three: Call [Volunteer(s) Name Surname] and let them know if you would like to continue to work with
them.
Step Four: Arrange your first mentor meeting, set up your mentor contract and take a baseline measure of
where you see yourself now so you can track your progress as you work towards your goals.
LV is still developing our own resources around this but we have compiled a good set of notes to guide this
process, attached.
We will be in touch periodically over the year to see how you are going (general length one year but as long
as needed). Should you have any questions or concerns at any time, please feel free to contact me on the
number below.
We wish you a very fruitful mentor relationship!
Kind regards, [Client Manager Name]
[Client Manager Name Surname]
GreatConnections Client Manager (Volunteer)
Leadership Victoria
ph: [Client Manager Phone Number] office: 03 9651 6590
email: [Client Manager Email]
web: www.leadershipvictoria.org
LinkedIn Profile [Link to LinkedIn Profile or LV Organisation Profile]
Attachment: LV staff will provide Client Managers with a document for the organisation comprising of
copies of the organisation’s final online Project Description Form, a Volunteer Project Induction
Checklist.
Client Managers will complete the document as matches are made.
Email to a Volunteer when confirming a match
Hello [Volunteer Name],
Thank you for expressing an interest in mentoring for Leadership Victoria.
You have nominated to mentor [Mentee Name Surname, Organisation]. We have attached [Mentee
Name]’s full mentor application to give you an indication of what [Mentee Name] is hoping to achieve.
Where to from here? LV recommends a fairly formal process to selecting a mentor and establishing the
relationship. While interactions with your mentee may vary from the very informal to quite structured
activities it is helpful at the beginning to formally agree on what you hope to achieve and any
expectations you may have of each other.
Step One: [Mentee Name] will contact you and arrange to meet in person. This way you will see if the
two of you click.
Step Two: [Mentee Name] will let me know who [he/she] will nominate as [her/his] mentor.
Step Three: [Mentee Name] will call you to discuss if [he/she] would like to continue working with you..
Step Four: [Mentee Name] will arrange the first mentor meeting, aiming to set up the mentor contract
and take a baseline measure of where [she/he] sees [her/him]self now so you can both track progress as
you work towards your goals.
LV is still developing our own resources around this but we have compiled a good set of referenced
notes to guide this process, attached.
We will be in touch periodically over the year to see how the mentoring is progressing (general length
one year but as long as needed). Should you have any questions or concerns at any time, please feel
free to contact me on the number below.
Kind regards, [Client Manager Name]
[Client Manager Name Surname]
GreatConnections Client Manager (Volunteer)
Leadership Victoria
ph: [Client Manager Phone Number] office: 03 9651 6590
email: [Client Manager Email]
web: www.leadershipvictoria.org
LinkedIn Profile [Link to LinkedIn Profile or LV Organisation Profile]
Attachment: LV staff will provide Client Managers with a document for the volunteer comprising of
copies of the organisation’s final online Project Description Form, a Volunteer Project Induction Checklist
and a copy of the GreatConnections Code of Ethics.
Client Managers will complete the document as matches are made.