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Volunteer hours letter template
When a volunteer needs proof of their hours, fill in the form and a plain verification letter takes shape as you type, ready to sign. Print it, save a PDF, or copy the text onto your letterhead.
There are versions for a school or graduation requirement, a scholarship, court-ordered community service, and an employer's matching program. Nothing you type leaves this page.
Your letter
Organization
Volunteer
Finish this sentence: "The work included..."
Hours
Enter a number above 0.
The first date is after the last date.
Need to add them up first? The volunteer hours log maker totals them by person, or switch to List the dates above.
Hours on one date should be between 0 and 24. Dates outside that are left out of the total.
Signer
See your letterYour letter is saved in this browser only, so you can come back to it. Ember never sees it. On a shared computer, start over when you're done.
Four versions, and who each one is for
School or graduation requirement. Names the requirement and uses the words "volunteer service." Ask the school office whether they have their own form.
Scholarship. Names the scholarship. Read the application first, since it may only count hours from a certain period.
Court-ordered community service. A community service hours letter that says "community service" and has room for a case number. A court or probation office may require its own form or an approved site, so check before the hours start if you can. This tool writes a plain letter, and it isn't legal advice.
Employer or volunteer grant match. Names the employer's program. A matching program may have its own form or portal, so the volunteer should ask what their employer needs. Some ask for the EIN, so there's a field for it.
Writing a letter people accept
- Work from your records. Use the sign-in sheets or log, not memory. If the numbers are spread out, put them in the hours log maker first. The guide to tracking volunteer hours covers what to keep.
- Only confirm what you can stand behind. If you weren't there and have no record, say so to the volunteer. Don't guess at a total.
- Have the right person sign. Someone at your organization who can answer a call about it, usually a coordinator, supervisor or director. Volunteers shouldn't sign their own.
- Keep a copy. File a signed copy with your volunteer records. Someone may call to check it, and the same volunteer may be back next year for another one.
Questions
What should a volunteer hours letter include?
The organization's name, the volunteer's name, the dates served, the total hours and what they did. Add the signer's name, title and contact details, plus the date. Some schools and programs ask for an address or EIN too, so both are optional fields here.
How do I write a volunteer hour verification letter?
Pick who it's for in the maker above, then add the organization, volunteer, hours and signer. The letter fills in as you type. Print it and sign it, or copy the text onto your letterhead.
Who should sign a volunteer hours letter?
Someone at the organization who supervised the work or can check the records, like a volunteer coordinator or director. It shouldn't be the volunteer or a relative of theirs.
Will a court or school accept this letter?
It depends on who's asking. Some courts, schools and matching programs only take their own form, so check with them first. If they accept a letter from the organization, this one covers the usual facts. It isn't legal advice.
What if I only have a list of dates, not a total?
Choose List the dates and add each date with its hours. The maker totals them and prints the list in the letter. Tracking several volunteers? The volunteer hours log maker totals hours by person.
Is it free, and where does what I type go?
It's free, with no account. Everything stays in your browser. Your letter is saved on this device so you can come back to it, and Start over clears it. Ember never receives it.
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