HR & employment 1 signer 1 page 19 blanks to fill in

Volunteer Hours Verification Letter

Confirm the hours a volunteer served, from your own records, in a signed letter a school, court or scholarship panel can verify.

Use this template — free See the agreement Signers don’t need an account
Volunteer hours verification letter
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Volunteer hours verification letter — page 1 of 1
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Use this template Fill in the blanks, name who signs, and send — from FileIt eSignature.

What is a volunteer hours verification letter?

Students need service hours to graduate, scholarship panels want proof of community involvement, and people completing court-ordered community service must show the hours they worked. In every case the organisation they volunteered with is asked for a letter, usually in a hurry.

This letter is written by the organisation, on its own name and address with an optional charity or non-profit registration. It states the purpose (school, college or scholarship, court-ordered service, an employer, a visa application or the volunteer's records), any case or student reference, the volunteer's role, the first and last dates served, the total hours and whether they are still volunteering, an optional breakdown of dates and hours, the duties, optional comments, and the supervisor to contact to verify it. It confirms the hours were unpaid and, for court-ordered service, that whether they meet the order is a matter for the court.

Best for
Charities, food banks, shelters, schools, hospitals, community groups
Signed by
The organisation, usually the volunteer's supervisor or coordinator
Purposes
School, scholarship, court-ordered service, employer, visa, personal records
Length
1 page

When to use a volunteer hours verification letter

  • A high school student needs 40 service hours confirmed to graduate
  • A college applicant shows a year of volunteering at an animal shelter
  • Someone completing court-ordered community service at a food bank
  • A volunteer applying for a job in social care
  • Confirming hours for a scholarship or youth award

What you fill in

19 blanks, then the name and email of each person who signs: organisation.

1 The organisation

  • Date of the letter*
  • Organisation*
  • Organisation address*
  • Organisation status or registration (optional)

2 The letter

  • Addressed to*
  • Purpose* a school or graduation service requirement · a college or scholarship application · a court-ordered community service requirement · an employer or professional body · a visa or immigration application · the volunteer's own records
  • Case, student or reference number (optional)

3 The volunteer

  • Volunteer's full name*
  • Volunteer's date of birth (only if asked for)
  • Volunteer role*

4 The hours

  • First date served*
  • Last date served*
  • Total hours served*
  • Breakdown of dates and hours (optional)
  • Is the volunteer still serving?* No — service completed · Yes — still volunteering
  • Duties performed*
  • Comments on the volunteer (optional)

5 Contact

  • Supervisor's name*
  • Supervisor's phone and email*

6 Who signs

  • Organisation signature and date, job title · The volunteer's supervisor or coordinator who can confirm the hours from the organisation's records.

Using the volunteer hours verification letter, step by step

1 Add your organisation

Enter the organisation's name and address, and its charity or non-profit registration if the recipient may ask for it.

2 Address the letter

Enter who it is for, choose the purpose and add any case or student reference number.

3 Enter the hours

Add the volunteer's role, the first and last dates served, the total hours and whether they are still volunteering. Add a date-by-date breakdown if the recipient wants one.

4 Describe the duties

Describe what the volunteer did, add a comment if you want, and name the supervisor who can verify the letter.

5 Sign and send

Sign online and download the PDF to give to the volunteer, or send it straight to the school or court.

Tips before you send it

  • Only confirm hours you can see in your sign-in records. Courts and schools may call to check.
  • Count actual service time, not travel. The letter says so unless you state otherwise.
  • Include a date-by-date breakdown for court-ordered service. Supervising officers often ask for one.
  • Ask for the volunteer's date of birth only if the recipient needs it to identify them.

Sign it online in minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Use the volunteer hours verification letter template — it’s free

Volunteer hours verification letter: frequently asked questions

Who should sign the letter?

Someone at the organisation who supervised the volunteer or can see the attendance records, such as the volunteer coordinator. Only the organisation signs.

Can this letter be used for court-ordered community service?

Yes. Choose that purpose and the letter says you confirm the hours served with you, and that whether they meet the order is for the court or supervising officer to decide. Check whether the court has its own form you must use.

Does the letter say the volunteer was unpaid?

Yes. It confirms the hours were unpaid and that any reimbursed expenses covered actual costs only.

Can the volunteer still be serving?

Yes. Choose "still volunteering". The letter shows them as still serving, with the hours up to the last date you enter.

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