The Ultimate Volunteer Handbook: What to Include & Why

About This Series: Training & Onboarding Volunteers

Bringing new volunteers on board isn’t just about paperwork—it’s about building a strong, confident, connected team. This series is here to help you design a volunteer experience that doesn’t just orient people to a role, but welcomes them into your mission. Today’s post is all about one of the most overlooked (yet powerful) onboarding tools: the Volunteer Handbook.

Why a Handbook?

A Volunteer Handbook may not sound exciting—but it’s a game-changer.

When done well, it:

• Sets clear expectations

• Shares your culture and values

• Answers FAQs up front

• Makes volunteers feel like part of something purposeful from day one

And bonus—it keeps everyone on the same page. Literally.

Mindset Shift: From “Here’s the Rules” to “Here’s Who We Are”

This isn’t about red tape or formality. It’s about equipping your people well.

Your handbook is an invitation—into clarity, into alignment, into belonging.
It’s where people first see how their role connects to the bigger picture.

What to Include in Your Volunteer Handbook

Here’s a simple breakdown of the sections I recommend including—along with why each one matters.

Cover Page
Include your organization’s name, your logo, and the title “Volunteer Handbook.”
This sets the tone and communicates that this document is both official and important.

Welcome Letter
Write a short, one-page letter from you or your leadership team. Express excitement and gratitude, and let volunteers know their contribution matters.
A signed letter goes a long way in helping people feel personally welcomed and valued.

Mission, Vision, and Values
Share your mission statement clearly. If you have a vision statement—what your mission fulfilled looks like—include that, too. Then outline 3–5 core values that guide how your organization functions.
These values set the cultural tone for your volunteer team and serve as helpful “guardrails” for behavior and decision-making.

Your Organizational Approach
Briefly describe how your organization implements its mission. For example, a nonprofit might fulfill its mission through outreach, prevention, and aftercare.
Outlining these elements helps new volunteers see the structure and find where they best fit.

Volunteer Expectations
List your expectations clearly in a numbered format. This might include things like:

1. Positive attitude

2. Punctuality

3. Respect for confidentiality

4. Consistent communication

5. Commitment to scheduled shifts

This section is especially important for accountability and team alignment.

Volunteer Job Descriptions
Include the job descriptions for the roles you offer. Break down responsibilities, time commitments, and ideal characteristics for each role.
This section helps volunteers understand their options and find a place where they can contribute meaningfully.

Team Leader Job Descriptions (Optional)
If you plan to raise up Team Leaders, consider including these descriptions here—or save them for leadership development conversations.
Including them communicates a pathway for growth and helps you cast vision when inviting someone into leadership.

Volunteer Agreement Page
Include a page for new volunteers to sign that acknowledges they’ve received the handbook and agree to read it. Consider including space for them to write in the team they’re joining and a brief confidentiality agreement if applicable.
To keep it simple, include two copies—one for your records and one for them to keep.

Presentation Matters
Put your handbook in a simple folder if possible. A stapled version works fine on a tight budget, but a folder creates a more lasting impression and helps volunteers treat it as something important.

Also consider creating a digital version to email after orientation or host on your website.

The Bottom Line

Your Volunteer Handbook is more than an informational packet. It’s a powerful onboarding tool that helps new volunteers feel prepared, connected, and aligned with your mission.

When people know what’s expected, why it matters, and how they’re supported, they’re far more likely to stay engaged and grow into long-term team members.

So if you don’t have a handbook yet—this is your sign to start. And if you already have one, take a moment to review it. Does it reflect your mission and culture? Is it clear, welcoming, and useful?

If not, it might be time for a refresh.