Volunteer Hours Certification — Letter Template¶
Producer's note (delete before sending). This letter follows the Guild's hours-only, no-FMV rule. Do not insert any dollar amount, hourly rate, or "value of service" figure. Do not imply the volunteer received compensation or any in-kind benefit in exchange for service. Print on Guild letterhead, signed by the Board Chair (or Vice Chair).
[Date]
[Recipient name] [Recipient organization] [Recipient address]
Re: Confirmation of volunteer service — [Volunteer name]
To Whom It May Concern:
This letter confirms that [Volunteer name] has served as a volunteer with Ganjier Guild ([EIN once formed], a [Maine / Minnesota] nonprofit organization), an [501©(6) — once recognized] business league, during the period [Start date] through [End date].
Role(s) held: - [Role 1, e.g., "Member, Membership Committee"] - [Role 2, e.g., "Event volunteer — NECANN 2026 booth"]
Duties performed: - [Short bullet describing duty 1] - [Short bullet describing duty 2] - [Short bullet describing duty 3]
Total hours contributed during the period: [N] hours.
[Volunteer name] performed this service on a voluntary basis, without compensation. The Guild did not provide wages, stipends, complimentary memberships, fee waivers, or any other in-kind benefit in exchange for the service described above. Any travel or supply costs incurred by the volunteer were reimbursed only as actual out-of-pocket expenses under the Guild's Accountable Plan, in accordance with Treasury Regulation §1.62-2.
We are grateful for [Volunteer name]'s contribution to our mission. If you have questions, please contact me at the address below.
Sincerely,
[Name] [Board Chair / Vice Chair], Ganjier Guild [Email] [Mailing address]
Internal use only — not part of the letter. - Drafted by: [Administrator name], [date] - Reviewed by volunteer: [date] - Signed by: [Chair / Vice Chair name], [date] - Filed at:
Volunteers/<lastname-first-initial>/Certifications/<YYYY-MM-DD>.pdf- Hours source: volunteer log entries [date range]; cross-checked against [committee minutes / event roster / etc.]