If you engage in community service projects, you will receive a letter proving your participation. This letter is presented to an employer, college admission committee, prospective sponsor or even judge (for offenders).
A community service letter is such a formal document that is prepared by a charitable organization or a similar agency, proving that you conducted community service. This letter commonly describes the services provided by the individual and the venue, date and duration of service.
In this post, we will show you the guide to write a letter for community service hours that you have completed. Let’s check it out below!
Writing a Letter for Community Service Hours Completed, Here’s How!
A well-written community service letter generally describes the activities conducted by a volunteer on behalf of their community including the duration, nature and impact of the work. This letter serves as proof that the subject engaged in community service in a given area.
Before starting to get the guide to write a community service letter, it would be better for you to know the important elements that should be available in a community service letter. Here are they:
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- The dates for when the community service was completed
- The city, state, and zip code where an individual took part of the community service
- The nature of the work completed
- The individual’s tasks and responsibilities.
- The duration of the community service, for example: number of hours
- Incidences as the individual went above and beyond the set expectations
- An account of how the volunteer worked with other people
- The name of supervisor, where applicable
- Any relevant notes about the experience
The community service letter is commonly prepared through the following steps:
Step 1: Start by indicating the individual who took part in the community service
Firstly, you will have to indicate the volunteer’s name who took part in the community service. You also have to include any other additional information such as contact information and job title that an individual performed.
Step 2: Provide the date and hours served by volunteer
In writing a community service letter, it’s very important to note down the date when an individual will receive the letter to know exactly when you created it. No matter how many dates you need to provide for different reasons, you definitely have to ensure that you can include the day, month and year when providing them.
Step 3: Greeting the recipient
Just like the types of other letters, you also should treat a community service letter as a formal letter in the sense that you should properly greet the person which you are planning to send it to. Make sure to do this by addressing the intended recipient appropriately with either ‘Mr’ or ‘Mrs’ along with his/ her last name. Keep the tone formal at all times.
Step 4: Confirm the Community Service
The next step you should do is to come up with a statement which explains that an individual is required to conduct community service could actually do so. It’s important to note, you need to include that person’s complete name into the letter, so that the recipient won’t have a hard time during the identification and confirmation process.
Step 5: Describe the tasks that a volunteer performed
In this step, you should describe the nature of the work performed by an individual who took part in community service including describing their roles and responsibilities during the period. In this part, you should provide an accurate description of each activity which the individual you are reporting on has performed during his/ her time performing community service.
Step 6: Include the number of hours served
It’s very important when an individual that you are reporting on will be required to serve a number of hours of community service. So, you should point out the exact amount of time that community service has conducted. Provide the date where an individual began and finished and make sure to include an accurate number on the hours served.
Step 7: End the letter
You definitely close a community service letter by providing your contact information and a statement that says that the recipient probably contacts you for further questions. At the very bottom of the letter, you should ensure that you could include your complete name and address when the recipient wants to verify the sender as well.
Okay, that’s how to write a community service letter to explain the number of hours that an individual completed for community service work.
How to Request a Community Service Confirmation Letter?
If you conduct community service work, you’re allowed to contact the overseeing organization or agency to ask for a community service letter. Of course, this letter will play a role as proof that you performed the work and can also be used in some professional settings.
To request a community service confirmation letter, here are some pointers to help you get it:
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- Step 1: You can contact a representative of the overseeing organization that can be a manager, supervisor or another party.
- Step 2: You should then request that the representative send you a community service letter and describe why you need it. Make sure to give them a list of the details that you’d like included in the letter.
- Step 3: You also need to provide the representative with an address in which they can send the letter.
Okay, that’s how to request a community service confirmation letter!
What Are the Purposes of Community Service Letter?
A community service letter will come in handy in some situations. Of course, there are some purposes of community service letters depending on each situation. Here are they:
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- Graduation requirements: You may be required to complete a given number of community service hours to graduate high school.
- College Application: Some colleges will require that applicants prove their ability and willingness to contribute to society in the future. If this is the case, you definitely can attach a community service letter to your college application.
- Scholarship Application: A government or organization that provides scholarship can request a community service letter proving the service to society.
- Job Application: A company can also request those letters to measure your character and sense of community during the recruitment stage.
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