Volunteer hours verification letter: what to include, with a sample

Updated October 21, 2026 · Goodtally

What to include

• The volunteer’s full name.
• The service period (first and last date) and the total hours.
• What the volunteer did, in one or two sentences.
• The signer’s name, role, email or phone, and the date signed.
• The organization’s name, address and website.

Sample letter

[Organization letterhead]

[Date]

To whom it may concern,

This letter confirms that [Volunteer name] volunteered with [Organization] from [first date] to [last date], for a total of [number] hours. [He / She / They] [one or two sentences on the work, for example: sorted and packed food donations and helped run Saturday distributions].

I supervised this work and can confirm these hours. Please contact me at [email or phone] with any questions.

[Signature]
[Name], [Role]
[Organization], [address], [website]

Things that get letters rejected

• Only a total, with no dates or period.
• No way to contact the signer.
• Signed by a relative, or by the volunteer.
• Not the form the program asked for. Check first whether your school or program has its own form.

Getting it signed without chasing anyone

The usual hold-up is not the wording but the signature: print, sign, scan, send back. With Goodtally's free letter tool you type the facts once and send your supervisor a link. They correct anything that is off and sign from their phone, and the letter gets a QR code that opens a page showing who signed it, when, and what they changed.

Letter, log, or both

A letter sums up the hours. A log shows each session. Many schools accept either. A log that the supervisor confirmed entry by entry backs up the letter if anyone asks for detail.

Organizations with many volunteers can skip writing letters one by one: issue certificates from a spreadsheet, each with its own verify page.