Writing a plain voluntary-participation note

A good voluntary note says four things: what it is, that it is optional, that use is private and that nobody will ask. Keep it short, and do not ask for a reply.

The words matter more than the format. People read tone fast, especially from someone who sets their workload.

What makes a note sound truly optional?

It sounds optional when it asks nothing of the reader. No signup, no reply, no check-in, no “let me know what you think” aimed at individuals.

It also helps to say what is not happening: no tracking, no reporting and no link to appraisals. People believe what is stated plainly more than what is implied.

Which phrases should I avoid?

Some friendly phrases carry a hidden request:

• “We encourage everyone to try it.” This sounds like a norm.
• “Please make time for this.” This sounds like an instruction.
• “Let us know how you get on.” This asks for a report.
• “It would be great to see everyone there.” This shames the absent.

Plain choices are better: “Here if you want it”, “Use it or ignore it”, “Nobody will ask.”

Try this: a note you can adapt

Copy the shape, and change the words to sound like you.

1. Name the resource and what it is: “A short guided meditation led by Sadhguru, free to download from the provider.”
2. Say it is optional: “Use it, share it or ignore it. It is up to you.”
3. Say it is private: “We cannot see who uses it and we will not ask.”
4. Add a practical point: “If you want to use it during a break, that is fine.”
5. Stop. Do not add a deadline or a request for a reply.

A sample in full: “Sharing something some of us may find useful: a short guided meditation by Sadhguru in the Miracle of Mind app. It is entirely optional and private. We will not track or ask about it. If you want to use it on a break, please do.”

How do I say it out loud in a meeting?

Say it once, in one sentence, and move on. Do not ask for a show of hands.

Then offer the same words in writing, so people who were absent hear exactly what others did. Our guide to introducing a voluntary wellbeing resource to a team covers the whole conversation.

What if my team speaks more than one language?

Write a version for each main language the team uses. Do not translate word for word, since tone changes between languages. See choosing resources for a mixed-language workplace.

What should I do if someone replies with a personal difficulty?

Reply kindly and privately, and do not turn it into a team topic. A note about a resource is not an invitation to share health details. Point gently to proper help, such as our page on when to get more support.

What is a good next step?

Draft your note, then read it as if you were a colleague who is already stretched. Does it ask for anything? If so, remove it. For the bigger picture of fairness, read why app participation should not become an employee score and separating optional practice from work requirements. Our workplace and colleagues guides have more.

When the note is sent, Sadhguru’s free 7-minute guided meditation in the Miracle of Mind app is an optional way to take a calm moment for yourself.