Oct 20

4 Simple Steps to Get Community Service Letter

4 Simple Steps to Get Community Service Letter

Have you performed any voluntary or community service? If so, would you like a letter stating how many hours you put in and what tasks you carried out? Perhaps you need a community service letter to apply for a job, scholarship, or specific college? Do you know who to ask to write the letter for you and what you should include?

Read on to find out what a community service letter is, why it’s important and how to hire a professional writer to create one for you.


What is a community service letter, and why might you require one?

A community service letter details where you performed your volunteer work, how many hours you put in, and the tasks and responsibilities for which you were responsible. It might also include further details like the dates you worked, your job title if you had one, and the organization’s contact details.

The appearance and detail of a community service letter might differ because there is no set format for them. Some are only a few lines on a form that your supervisor signs. Others are longer, more in the style of a conventional letter of recommendation, and elaborate in great depth on your work and personal strengths.

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What Is the Purpose of a Community Service Letter?

A letter describing your community service demonstrates that you have performed volunteer work and provides more details on the tasks and obligations involved. Having that knowledge can be helpful in a variety of circumstances, such as the following:

University Applications

If your community work was particularly significant for you: such as spending a lot of time in one location, working in the same industry as your future career, or you have referenced your community work in other parts of your application, then you might want to attach a community service letter to your college application as proof of your volunteer service and to provide more information about your work..


There are many community service scholarships available, and some ask you to submit documentation of your volunteer work with your application.


Adding your community service letter to your resume gives employers more details about your work and the organization’s contact information. If you have not already listed your volunteer experience on your resume, you should, as many employers consider volunteer work as work experience.

Conditions for Graduation

Some high schools, as well as extracurricular groups like some National Honor Society chapters, impose community service requirements on students before they can graduate. You may verify that you put in those hours by looking at your community service letter.

Read on to find out how to receive a glowing letter now that you know what a community service letter is and when you might need one.

#1: Amass a solid record of community service

Although it may seem simple,  the better your experience was – the stronger your community service letter will be. There are several ways to gain substantial experience in community service:

Mostly Volunteer With One Organization

A solid community service letter from one group elaborating on your work is preferable to a collection of letters (demonstrating you contributed a few hours before moving on to the next organization).

Staying primarily in one place exhibits your commitment and dedication. It also helps the person composing your letter to go into greater depth about you and your work. Regularly volunteering at one organization could also result in added responsibility. It will boost the effectiveness of your letter because it displays that you are reliable, responsible, and developing your skills.

Get to Know Your Coworkers and Your Supervisors

While volunteering, you should make it a point to frequently engage in small talk with those you are around. This applies to managers, coworkers, and anyone else you might be assisting. If the individual writing your community service letter knows you on a personal level, they will create a stronger letter as they know more about your personality and abilities.

Work in an Environment You Care About

Although you might believe that some places are “better” or “more impressive” to work at, what actually makes a good impression on schools and companies is when you volunteer for a cause you care for deeply. Even if you have a really remarkable volunteer history, it will be obvious you don’t particularly love it or care about the topic when you talk or write about it for applications or jobs.

Loving your work will be more impressive because the person writing the letter will be able to discuss your obvious passion and dedication to the job. For instance, if you volunteer for, let’s say, a video game conference and put in a lot of time and get a lot of the community involved in participating, this will be more impressive.

Step #2 Consider Who You Should Ask to Write Your Letter 

The person you ask to compose your letter will rely on what it should say and whatever constraints the recipient location may have. Check with the institution, scholarship, or employer you are sending the letter to see if they have any requirements for who can write your letter as your initial step.

The person you will most likely ask is your supervisor. Your supervisor or person in a position of authority must write the letter for many scholarships and universities. Your supervisor is the best person to ask because they are aware of your work and typically have a good understanding of you.

There may be instances where you do not engage with your manager much, such as when they work primarily during the week while you volunteer on the weekends. This won’t be an issue if all you need is a brief letter from your boss outlining your responsibilities and any voluntary work you’ve done; even if they don’t know you well, they can still write it.

Asking someone else to write your letter might be a good idea if you don’t have a close relationship with your supervisor and need a more in-depth letter that outlines your personality and particular instances of your work. If the person or location to whom you are writing your letter permits it, only do this!

If you can submit a letter written by someone other than your supervisor, ask a coworker or someone with whom you worked closely and who is familiar with you and your work. You want someone who can recall specific anecdotes and examples of your efforts since personal details are what separates decent community service letters from great ones. You might even be able to have a coworker draft the letter while your boss signs it as confirmation that the details are accurate.

Don’t only ask your closest friend from community service to compose your letter in any circumstances. You want someone who can articulate your excellent work ethic and write professionally about the work you completed.

#3 Ask Them!

The next step is approaching the person you have chosen to write your community service letter. It won’t be a big deal if all you need is a quick form filled out; your supervisor might be able to do it there and then. Inquire early if you need a lengthier, more detailed letter, as you need to give the person writing your letter enough time to finish it. The ideal time frame is a month or more before the letter is due.

Asking for a letter should be done in person. It’s more mature, personal and provides a simple option to schedule a follow-up appointment (see the next section). There are numerous methods to seek advice on what to say. Among them is:

“I’ve had a great time performing community service work here, picking up new abilities, and getting to know new people. I need a letter of recommendation from my community work to submit with an application for a scholarship, employment, or education and would be honored if you could write this letter.”

After asking, be sure to provide the letter writer with all the details they need to complete a top-notch letter on time. Make sure they have any specific instructions they need to follow and are aware of the due date. Remember to give them the correct mailing address or email address if they will be sending the letter themselves.

#4: Talk About the Information You Want in Your Letter

Community service letters can differ in length, substance, and format, as was already indicated. When you ask your boss or a coworker to write you a letter, and they agree, offer to schedule a meeting to go through the details of the letter.

You might merely require them to list your duties and the number of hours you put in. However, you should add more in the letter if you’re using it to tell a school or employer more about your personality and strengths.

Discuss the topics you want the individual composing your letter to cover with them. Examples of ideas are:

  • A list of any significant projects on which you have worked.
  • Specific instances of your exceeding expectations.
  • Specific instances of your interpersonal skills.
  • Any particular thing you produced that you want to stand out (for example: if having those skills or experiences will be useful for a future job or class).


A Few Last Reminders
  • Consider what details and depth of information you would like to include in the community service letter before you ask for one.
  • Verify your letter when you receive it to be sure all the information, including the number of hours you worked and when they occurred, is accurate. Since many organizations rely on volunteers, details can become muddled.
  • Once you have finished the message, send a thank you note to your manager or a fellow employee.
  • To use the letters you receive for numerous college, scholarship, or employment applications, make duplicates of them.

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