Creating a Volunteer Handbook: Build Clarity in Volunteer Management
- Nonprofit Learning Lab
- 1 hour ago
- 4 min read
Do volunteers ever have questions when they begin their roles? Have you noticed moments of confusion about responsibilities, expectations, or communication? These situations are common. A volunteer handbook brings clarity to volunteers by providing individuals with information about how an organization operates and volunteer expectations.
A handbook helps managing volunteers more effectively by:
Setting clear expectations and boundaries
Standardizing policies for conduct, safety, and training
Streamlining volunteer supervision and communication
Supporting accountability while promoting inclusion and belonging
Organizational Overview
A handbook helps volunteers understand the why behind their roles. The organizational overview section connects volunteers to an organization’s broader mission and structure.
What to include:
A brief history and mission statement
An overview of core programs and services
A description of how volunteers contribute to the mission
Your organization’s values and community impact
This section helps volunteers understand their role in the context of the history and structure of the organization.
Volunteer Orientation and Training
Orientation is often a volunteer’s first real introduction to your culture and team. Use this section to explain what to expect and how to prepare.
Outline:
Orientation schedule for new volunteers, returning volunteers and volunteer leadership
Training requirements for specific roles
Expectations for participation in meetings or ongoing learning
When volunteers know what to expect, they will feel more supported in their roles.
Policies for Conduct and Behavior
Policies ensure a safe, respectful, and professional environment for all. Keep them clear and practical.
Consider including policies on:
Respectful communication and teamwork
Attendance, punctuality, and reporting absences
Dress code or safety attire
Confidentiality and privacy guidelines
Use of social media while representing the organization
Length of service
Volunteer emeritus roles
When everyone follows the same standards, coordinating volunteers becomes easier.
Grounds for Dismissal
This section sets expectations for accountability.
Outline the circumstances that could result in dismissal, such as:
Repeated violations of the code of conduct
Breach of confidentiality or safety rules
Disruptive or unsafe behavior
Failure to follow supervisory instructions or volunteer policies and procedures
Transparency here builds trust and helps ensure that managing volunteers remains fair and consistent.
Risk Management and Safety
Volunteers need to know how to stay safe, both for their own protection and for the clients or community members they serve.
Include:
Emergency procedures and evacuation routes
Whom to contact in case of an incident
Guidelines on background checks, waivers, or health requirements
Safety protocols related to program activities
Clear information promotes confidence and aligns with volunteer management best practices.
Volunteer Separation and Exit Process
At some point, a volunteer’s service will come to an end. This section helps make that transition smooth and positive.
Cover:
How to give notice before ending service
Who to inform (often the volunteer coordinator)
How to return badges, equipment, or materials
The option to complete an exit survey or share feedback
This process shows respect and keeps communication open for future volunteer engagement opportunities.
Leadership Opportunities
Volunteers often want to grow their skills or take on more responsibility. Include information about how they can get involved at a deeper level.
Examples include:
Becoming a team lead, mentor, or event captain
Joining a volunteer advisory committee
Supporting the orientation of new volunteers
Providing leadership pathways increases motivation and retention, two pillars of strong volunteer program management.
Contact Information
Volunteers should never feel unsure about whom to contact when they have questions or concerns.
List:
Names and titles of key staff (e.g., volunteer manager, site supervisor)
Office hours or preferred methods of communication
Procedures for reporting absences, safety issues, or conflicts
Good communication supports effective volunteer coordination and builds trust across the team.
Signature and Acknowledgement Section
Every handbook should end with an acknowledgment form for volunteers to sign. This confirms that they have read and understand the organization’s expectations and policies.
This step promotes accountability and helps your nonprofit maintain proper documentation within your volunteer management system.
Closing Message: Appreciation and Connection
Conclude your handbook with gratitude. A short thank-you note reminds volunteers that their time and commitment matter.
Reinforce your appreciation and encourage ongoing volunteer engagement:
“Thank you for sharing your time and skills. Your contribution strengthens our community and helps us live our mission every day.”
Final Thoughts
Your volunteer handbook is more than a document, it is part of your organization’s culture of respect, clarity, and collaboration. By investing time in crafting a clear and welcoming handbook, your nonprofit builds a stronger foundation for volunteer management success.
Volunteer Resources & Opportunities
Volunteer Opportunity Board
Browse volunteer job boards and get involved in your local community or in national volunteer leadership opportunities.
This 2-part training covers key aspects of volunteer management, including recruitment strategies, effective volunteer training methods, and best practices for volunteer retention. Participants will learn how to build a leadership pipeline, handle challenging volunteer situations, and update volunteer protocols using practical samples and templates for a volunteer program.
Compilation of resources relating to volunteer & board management along with highlighting some of our favorite external resources.