Creating a Volunteer Handbook: What to Include

A great volunteer program doesn’t just run on passion. It runs on clarity. A volunteer handbook is your organization’s roadmap for building a team that understands expectations, follows policies, and feels valued from the start.

Whether you manage a small local nonprofit or a large national initiative, a well-written handbook helps every volunteer know how to contribute effectively and safely. It outlines what your organization stands for, how to communicate, and what to do in any situation.

Think of it as both a guide and a promise: your commitment to supporting volunteers while empowering them to make a real impact. Ready to dive in? Let’s get started.

Why a Volunteer Handbook Matters

A volunteer handbook is more than a stack of policies. It’s the foundation of a well-organized, confident team. When volunteers know what’s expected, how to act, and who to turn to, they can focus on what matters most — helping your mission thrive.

It also protects your organization by creating consistency and accountability. With a clear set of standards, volunteers can do their best work while your team stays aligned and compliant.

Setting Expectations from Day One

Getting everyone on the same page early prevents confusion later. A clear handbook helps volunteers understand what success looks like, how to communicate, and how they fit into the bigger picture.

Making sure everyone knows their role

Every volunteer should know:

• What their specific responsibilities include
• Who supervises their work or provides guidance
• How their contributions support the organization’s goals

Building trust and consistency

Consistency builds trust. Volunteers feel more confident when they know the same rules and standards apply to everyone. A strong handbook:

• Defines organizational values in plain language
• Ensures fair treatment and expectations across all roles
• Reinforces reliability, so volunteers feel part of something professional and well-managed

Protecting Your Organization

A handbook isn’t just about volunteers — it’s about safeguarding your organization too. Outlining clear policies helps prevent misunderstandings and legal issues while showing funders, partners, and community members that your program takes compliance seriously.

Safety, compliance, and policies

Include sections that cover:

• Safety procedures and emergency contacts
• Background check requirements
• Legal obligations such as confidentiality or data privacy
• Reporting channels for incidents or misconduct

These details show that you take both your volunteers and your mission seriously. A transparent structure keeps everyone accountable and ensures your organization operates with integrity.

Key Policies Every Volunteer Should Know

Policies might not sound exciting, but they’re what keep your volunteer program safe, fair, and functional. When everyone understands the rules, there’s less confusion and more confidence. A clear policy section also shows that your organization is professional and trustworthy — something both volunteers and partners notice.

Think of these as the “house rules” that set your team up for long-term success.

Legal and Compliance Basics

Compliance isn’t about paperwork for the sake of it. It’s about protecting your volunteers and your mission. By setting expectations around eligibility, screening, and safety, you make sure everyone involved can focus on making an impact without unnecessary risk.

Volunteer eligibility and requirements

Before joining, every volunteer should know:

• Who qualifies to volunteer (age limits, skill requirements, etc.)
• Any legal or medical prerequisites for participation
• Time commitments or scheduling expectations

This clarity helps both sides. Volunteers can assess whether a role fits their abilities and availability, and your organization avoids last-minute surprises. It’s better to have honest expectations upfront than awkward misunderstandings later.

Background checks and safety protocols

Safety should never be assumed. Outline your background check process and explain why it’s in place — to ensure a secure environment for everyone involved. Detail what screenings are required, how information is handled, and what volunteers can expect if issues arise.

Also include clear safety protocols, such as:

• Procedures for working with vulnerable populations
• What to do in emergencies or unsafe situations
• Whom to contact for immediate support

Transparency builds trust, and trust builds stronger teams.

Conduct and Communication

Your volunteers represent your organization every time they put on a name badge or send an email. Establishing clear conduct and communication standards helps everyone act with respect and professionalism.

Code of conduct and anti-harassment

A strong code of conduct sets the tone for your culture. It should cover how volunteers treat clients, staff, and one another — both in person and online. Include language around harassment, discrimination, and conflict resolution. Make it clear that your organization is committed to creating an inclusive, welcoming space for everyone.

Encourage open communication about boundaries and behavior. The more confident volunteers feel about what’s acceptable, the more comfortable and focused they’ll be in their roles.

How to report issues or concerns

Even the best programs face challenges. The key is to make reporting safe and simple. Provide multiple ways to share concerns, whether that’s through a supervisor, an HR representative, or an anonymous form.

Make sure volunteers know:

• What types of issues should be reported
• How their report will be handled
• That retaliation is never tolerated

Clear communication about reporting procedures builds credibility and reinforces a culture of respect and accountability.

Volunteer Roles and Responsibilities

Volunteers thrive when they know exactly what’s expected of them. A clear outline of roles, responsibilities, and communication channels helps everyone stay aligned and motivated. It also gives volunteers the confidence to take ownership of their work.

Clear Job Descriptions

Every volunteer position should have a written job description. This simple document prevents confusion and ensures that everyone knows what they’re signing up for.

Daily duties and expectations

List out the main responsibilities for each role, including:

• Specific tasks and required skills
• Expected time commitments
• How success is measured or recognized

When roles are clearly defined, volunteers can focus their energy where it matters most. It also makes it easier for supervisors to provide feedback and support.

Attendance and scheduling rules

Reliable attendance keeps programs running smoothly. Explain how volunteers should schedule shifts, request time off, or report when they cannot attend. Include details about sign-in procedures, contact points for scheduling changes, and expectations for punctuality.

Clarity in attendance rules shows respect for everyone’s time and helps your program maintain consistency.

Working Together

Volunteering is a team effort. When people communicate openly and collaborate effectively, the entire program benefits.

Communication channels and reporting lines

Every volunteer should know who to contact for help or updates. Include:

• A clear chain of communication
• Preferred methods of contact (email, app, phone, etc.)
• Guidelines for reporting issues or sharing ideas

Knowing where to turn for guidance keeps things running smoothly and prevents frustration.

Teamwork and collaboration tips

Encourage volunteers to:

• Support each other during shifts
• Share feedback respectfully
• Offer to help when workloads shift

Good teamwork keeps morale high and helps everyone feel connected to the mission.

Training and Onboarding

Proper onboarding is the key to confident volunteers. When people understand their roles, tools, and the culture of your organization, they become productive much faster.

Orientation Made Simple

An organized orientation ensures that new volunteers start strong.

Onboarding checklist and timeline

Provide a clear checklist that covers:

• Orientation sessions and introductions
• Required paperwork and system access
• Any initial training modules or resources

Include a timeline so volunteers know what to expect in their first days or weeks.

Accessing tools, systems, and resources

Show volunteers how to log in to any necessary systems, access manuals, or use scheduling platforms. Consider providing short video tutorials or quick-reference guides. The easier it is for them to find what they need, the faster they’ll feel like part of the team.

Skill Development

Volunteers stay more engaged when they have chances to learn and grow.

Ongoing training opportunities

Offer periodic workshops or online modules to help volunteers expand their skills. Cover topics like leadership, communication, and technical know-how relevant to your mission.

Support for questions and growth

Make sure volunteers know who to contact when they need help. Encourage supervisors to check in regularly and offer coaching or guidance. Growth happens when people feel supported, not judged.

Safety, Risk, and Emergency Procedures

Safety is a shared responsibility. Volunteers should feel confident that their organization has a plan for any situation.

Keeping Volunteers Safe

Clear safety policies protect both your team and the people you serve.

Emergency response plans

Include step-by-step instructions for emergencies such as fire, medical events, or severe weather. Provide contact information for emergency responders and internal safety leads.

Reporting incidents and accidents

Volunteers should know exactly how to report injuries, unsafe conditions, or property damage. Offer both immediate reporting methods and follow-up procedures.

Equipment and Facility Guidelines

A well-maintained environment is essential for safety and productivity.

Proper use of tools and spaces

Explain how to handle equipment correctly and outline any required safety gear. Provide facility maps if necessary and specify restricted areas. When volunteers understand how to use spaces and tools properly, everyone stays safer.

Keeping Volunteers Engaged and Appreciated

Recognition and ongoing communication keep volunteers connected and motivated. When people feel seen and valued, they’re more likely to stay involved and spread positive word of mouth about your organization.

Feedback and Recognition

Open communication and appreciation should be part of your culture, not an afterthought.

Regular check-ins and surveys

Check in with volunteers to see how things are going. Use quick surveys or informal chats to gather feedback about their experience. Listening to volunteers not only improves your program but also builds trust.

Rewards, milestones, and celebrations

Celebrate accomplishments both big and small. Recognize volunteers for hitting milestones, taking initiative, or showing exceptional teamwork. A thank-you note, a shoutout in a newsletter, or a small event can make a huge difference.

Growth and Retention

A long-term volunteer program grows from strong relationships.

Opportunities for more responsibility

Offer leadership or mentorship opportunities for volunteers who want to take on more. Giving them a clear path for advancement increases engagement and pride in their work.

Building long-term volunteer relationships

Stay connected with your volunteers even when they’re not active. Send updates, invitations to events, and opportunities to stay involved. Genuine appreciation turns short-term help into lifelong advocacy.

Ready to Make Your Volunteer Program Shine with Golden?

Building a volunteer handbook is one of the smartest moves your organization can make. It sets the tone for professionalism, keeps everyone aligned, and helps volunteers feel confident in their roles. But having the right tools to manage and engage those volunteers takes your program even further.

That’s where Golden comes in. Golden’s volunteer management platform helps you organize shifts, track participation, and communicate effortlessly with your team. You can create digital handbooks, automate onboarding, and collect feedback all in one place.

When your volunteers have clarity, connection, and the right support system, your entire program shines brighter. 

Start building a stronger, safer, and more inspiring volunteer experience today with Golden. 

Ready to see Golden in action? Schedule a free demo today.