What the letter must show
- The organization's letterhead and the date of the letter.
- Your full name, the dates you served and your total hours.
- A short description of what you did, and that it was unpaid.
- The supervisor's name, title, phone, email and signature.
Letter template (copy and fill in)
[Organization letterhead] [Date] To whom it may concern, This letter confirms that [student's full name] volunteered with [organization] from [start date] to [end date] and completed [number] hours of unpaid community service. [First name]'s work included [two or three duties, e.g. sorting donations, tutoring younger students, helping at events]. [One sentence about their reliability or impact.] Please contact me with any questions. Sincerely, [Signature] [Supervisor's full name], [title] [Organization], [phone], [email]
Email to ask your supervisor
Hi [supervisor's name], Thank you for having me at [organization]. My school asks for a letter that confirms my volunteer hours. Could you write a short letter on [organization]'s letterhead that includes my name, the dates I volunteered ([start] to [end]), my total hours ([number]), what I did, and your name, title, phone, email and signature? I attached a template that you can copy. I need it by [date]. Thank you! [Your name]
Prefer a form? Print this one
Community service hours verification form (PDF): the supervisor fills in the organization, lists the dates and hours, and signs that the service was unpaid. If your school has its own form, use theirs.
Skip the paperwork
In My Award Tracker, add the activity and your supervisor's email. They get a one-click confirmation, no account needed, and the hours show as verified on your record. Logging and supervisor confirmation are free.
Frequently asked questions
What should a community service verification letter include?
The organization letterhead, the date, the student’s full name, the dates of service, the total hours, a short description of the work, a statement that the service was unpaid, and the supervisor’s name, title, phone, email and signature.
Who can sign a community service letter?
The person who supervised the student at the organization, such as the volunteer coordinator or program director. Schools and programs usually do not accept a parent or relative.
Is a letter or a form better?
Use whatever your school or program asks for. If they have their own form, use it. If not, a signed letter on letterhead or a signed verification form both show the same facts.
When should I ask for the letter?
Right after you finish, while your supervisor remembers you. Waiting until a deadline months later is the most common reason hours can’t be confirmed.