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Free template · for nonprofits
Volunteer handbook template, section by section
Updated October 2026
You don't need a binder. You need a few pages that answer what a new volunteer is wondering in the car on the way over. Here's what goes in each section, with an example and a blank outline to copy.
A volunteer handbook answers the questions people are too polite to ask: where do I park, what do I wear, who do I call if I'm late? Twelve short sections cover it, usually in a few pages. Write each one below, with its example, or copy the blank outline and fill in the brackets.
Handbook or policy: which do you need?
The policy holds the promises and the rules. The handbook adds the practical how-to. If you don't have a policy yet, write that one page first, because the handbook grows out of it.
The handbook, section by section
Each section says what to write, then shows it for a made-up food pantry. Keep them short. Nobody reads a binder, but people will read a page that answers the question they have.
1. Welcome and why this work matters
A few warm lines from your director or coordinator: what the organization does, and what volunteers make possible.
Example: Welcome to Maple Street Food Pantry. Last year's volunteers are the reason our shelves stay full, and we're glad you're here.
2. Who to ask
Names and numbers, not job titles. Include who to call on a shift day.
Example: Questions about shifts: Jo, 555-0110. Running late on the day: text the front desk at 555-0111.
3. Your role
One line per role, each linked to its role description.
Example: Food sorters check dates and pack boxes. Drivers take boxes to five partner sites.
4. Your first day
Where to go, who will meet them, and what the first shift looks like. The onboarding checklist covers your side of it.
Example: Come to the side door on Elm Street. Jo will meet you, show you around and pair you with a regular.
5. Signing up, reminders and swaps
How to pick a shift, when reminders go out, and what to do if plans change.
Example: Sign up from our link. You'll get a reminder 3 days before. Can't make it? Tell us as soon as you can, and no one will mind.
6. Parking, clothes and what to bring
The small things people worry about. Be specific.
Example: Park in the church lot. Wear closed-toe shoes. Bring a water bottle; coffee is on us.
7. Recording your hours
How hours get logged, and how someone can get a record of theirs.
Example: We check you in when you arrive, and that's your record. Ask Jo any time for your total.
8. Safety and emergencies
What to do if someone is hurt, the exits, and any role-specific rules. Ask your insurer what they want here.
Example: Stop lifting if it hurts. The first aid kit is by the sink. In an emergency, call 911, then Jo.
9. The rules that matter
Summarize in a few lines, and point to your full policy. Our volunteer program policies guide walks through writing it, so we won't repeat it here.
Example: Treat everyone with respect, keep what you hear private, and follow the safety rules for your role. Our full policy is attached.
10. How we say thank you
Say what volunteers can expect, and only promise what you'll really do. These appreciation ideas cost little or nothing.
Example: We thank people on the day, by name, and celebrate together each April.
11. Taking a break or stepping away
Make it easy to leave well. People who feel free to go often come back.
Example: Life happens. Tell Jo if you need a break, and you're welcome back whenever it suits you.
12. A page to sign
A short line saying they've read it. Ask your insurer if they expect one.
Example: I've read this handbook and know who to ask. Signed: ____ Date: ____
Blank volunteer handbook outline to copy
Paste this into a document and fill in the brackets. Most small programs can finish a first draft in an afternoon.
[Organization] volunteer handbook · Last updated [month, year]
1. Welcome and why this work matters. [A few warm lines on what you do and what volunteers make possible.]
2. Who to ask. [Names and phone numbers, including who to call on a shift day.]
3. Your role. [One line per role.]
4. Your first day. [Where to go, who will meet them, what happens.]
5. Signing up, reminders and swaps. [How to pick a shift, when reminders go out, what to do if plans change.]
6. Parking, clothes and what to bring. [The small practical things.]
7. Recording your hours. [How hours get logged and how to see a total.]
8. Safety and emergencies. [What to do if someone is hurt, exits, rules for each role.]
9. The rules that matter. [A short summary, with your full policy attached.]
10. How we say thank you. [What volunteers can expect from you.]
11. Taking a break or stepping away. [How to pause or leave, with no guilt.]
12. A page to sign. [I've read this handbook and know who to ask. Signed, date.]
Before you hand it out
- Ask two or three regulars what's missing. They'll know.
- Have your director or board read it once.
- Check that the safety section matches what your insurer expects.
- Put the date on the front, and look at it again once a year.
Less to write down, once the shifts run themselves
Section 5 is often the longest, and it can get shorter. In Ember Volunteers, each program emails a reminder 3 days before a shift, and you can add 2 weeks, 1 week or 1 day before. Your schedule shows each shift's coverage, like “8 of 12 filled,” days ahead, so a gap turns up while there's time to fill it. Their hours record when you check them in.
This is general information, not legal advice. Rules for volunteers, minors and personal details vary by state. Ask a local attorney or your insurer before you rely on a form.