The best reference for volunteer work is a direct supervisor or coordinator who observed your work and can speak to your reliability, skills, and impact. If that person is unavailable, a fellow volunteer or a staff member you worked closely with can also serve as a meaningful reference.
Why Volunteer References Matter
Volunteer references are valuable because they show a side of you that employers and admissions committees rarely see in a resume. They can confirm your character, work ethic, and ability to collaborate without the formal hierarchy of a paid job. For people with limited work experience, gaps in employment, or career changers, volunteer references can fill the gap and demonstrate transferable skills like teamwork, communication, and initiative.
Many organizations ask for references to verify that you actually did the volunteer work you listed and to learn how you behaved in an unpaid, often less structured environment. A strong reference from a volunteer coordinator can also highlight soft skills that are hard to prove in an interview, such as empathy, patience, and adaptability.
Who Makes a Good Volunteer Reference
The ideal reference is someone who directly supervised you or worked alongside you on a regular basis. That person can speak to your specific contributions and your interactions with others. Good options include:
- Volunteer coordinator or program manager
- Staff member who oversaw your tasks
- Team leader or shift supervisor
- Long-term fellow volunteer who worked with you on projects
- Board member or committee chair if you served in a leadership role
Avoid using someone who only knows you in passing, like a front desk volunteer or someone who attended the same events but never worked with you directly. Their reference will be vague and less compelling. Also avoid family members or close friends, as their opinions are seen as biased.
How to Ask for a Volunteer Reference
Asking for a reference is a professional interaction, even if the work was unpaid. Approach it with the same courtesy you would use for a paid job reference. Here is a step-by-step process:
- Ask in advance. Give the person at least two weeks’ notice, and ask if they are comfortable providing a reference. Never assume they will say yes.
- Provide context. Tell them what position or program you are applying for, and what skills you want them to highlight. Share the job description or application prompt.
- Refresh their memory. Remind them of the projects you worked on, the dates you volunteered, and any specific achievements, like organizing an event or leading a team.
- Send your current resume. This helps them connect your volunteer experience to your overall profile.
- Say thank you. After they agree, and again after they submit the reference, send a brief thank-you note. It is not only polite but also keeps the relationship positive for future requests.
If you are asking for a written letter, offer to provide a draft or bullet points of what you would like covered. Many busy coordinators appreciate this, but be clear that the final letter should be their own words.
What to Include in a Volunteer Reference Letter
A strong volunteer reference letter should include specific examples, not just generic praise. It should confirm the dates and nature of your service, describe your duties, and give concrete instances of your reliability or skill. For example, a letter might say that you never missed a shift in six months, or that you took the initiative to redesign the donation sorting system, saving volunteers two hours per week.
The letter should also mention how your work benefited the organization. If you helped with a food drive, the letter could note that you coordinated with three local businesses and collected 500 pounds of food. Numbers and outcomes make the reference more credible and memorable.
Finally, the letter should state the relationship between you and the writer, how long they have known you, and their own role at the organization. This establishes why their opinion matters.
Volunteer Reference Template
Below is a blank template you can adapt for a volunteer reference letter. Fill in the blanks with your specific details.
| Field | Details |
|---|---|
| Your Name | _________________________ |
| Your Role at Organization | _________________________ |
| Organization Name | _________________________ |
| Dates of Service | _________________________ |
| Main Responsibilities | _________________________ |
| Key Achievement | _________________________ |
| Skills to Highlight | _________________________ |
| Relationship to Writer | _________________________ |
Sample (fictional): Maria Lopez volunteered at the Riverside Community Garden from May 2023 to November 2023. She helped plant and maintain vegetable beds, led a team of three volunteers on Saturdays, and organized a harvest festival that drew 80 attendees. The garden coordinator, James Chen, wrote a reference highlighting her leadership and reliability, noting she never missed a scheduled shift.
Common Problems and How to Handle Them
One common problem is that the volunteer organization has closed or the coordinator has left. In that case, try to find another staff member or a long-term volunteer who remembers you. If you cannot find anyone, consider using a reference from a similar organization where you volunteered more recently, or ask a colleague from a paid job or academic project to speak to your character instead.
Another issue is that you did not have a close relationship with any supervisor because you volunteered sporadically or remotely. If that is the case, be honest with the person you ask. Tell them you know they may not remember all the details, and offer to send a summary of your contributions. Many will still agree and can write a general but positive reference.
If you are worried that a reference might be negative, do not use them. It is better to have fewer references than to risk a poor one. You can also ask a trusted colleague to give you honest feedback on how you come across before you commit.
Alternatives to a Traditional Reference
If you cannot get a traditional reference letter, there are other ways to demonstrate your volunteer experience. A certificate of service or a letter from the organization confirming your dates and role can serve as proof of your involvement. You can also ask a supervisor to fill out a short evaluation form, which some organizations provide.
Another alternative is to create a portfolio of your volunteer work, including photos, project summaries, and any thank-you notes or emails from staff. This can be especially effective for creative or community-based roles. For example, if you designed a newsletter for a nonprofit, you can show the actual newsletter as evidence of your work.
Finally, you can use LinkedIn recommendations or written testimonials from colleagues. While not as formal as a reference, they still provide social proof and can be easily shared with potential employers.
Frequently Asked Questions
Can I use a volunteer reference for a paid job?
Yes, absolutely. Many employers value volunteer experience because it shows initiative and commitment. A reference from a volunteer coordinator can be just as strong as one from a paid supervisor, especially if the volunteer role involved significant responsibility or leadership.
How many volunteer references should I provide?
Usually, two to three references are sufficient. If you have a mix of paid and volunteer experience, include both types. For a job application that asks for three references, you might list one volunteer reference, one professional reference, and one academic reference, depending on your background.
What if my volunteer work was years ago?
That is not necessarily a problem. If the coordinator still remembers you and your work, they can still write a reference. However, if it has been more than five years, you may want to refresh their memory with specific details. If you cannot reach anyone, consider whether the reference is still relevant to your current goals.
Can I write my own volunteer reference letter?
It is not appropriate to write your own letter and have someone else sign it. That is considered dishonest and could damage your reputation if discovered. Instead, ask the person to write their own letter, but you can provide them with a summary of your accomplishments to make it easier for them.
Do volunteer references expire?
There is no official expiration date, but a reference from ten years ago may be less relevant than one from last year. If you are applying for a position that requires recent experience, focus on more recent volunteer roles. For older roles, a reference can still be useful if it demonstrates long-term commitment or a specific skill you still use.
What should I do if I don’t have any volunteer references?
If you have never volunteered, you can still get references from other sources, such as professors, internship supervisors, or part-time employers. If you want a volunteer reference specifically, consider starting a short-term volunteer project now, even if it is just a few hours a week for a few months. That will give you a basis for a future reference.