Every strong volunteer program starts long before the first day of service. The moment someone fills out your volunteer application template, you’re shaping their experience and your organization’s future.

A well-designed volunteer application template does more than collect information. It sets the tone, builds trust, and helps you find the right people for your mission. 28% of Americans volunteered for an organization between September 2022 and 2023, demonstrating the importance of capturing volunteer interest effectively.

In this post, we’ll walk through what makes a great volunteer application, what to include, and how to tailor your template to fit your program. Whether you’re refreshing an old form or building from scratch, you’ll find tips you can use right away.

Main Takeaways:

• A well-designed volunteer application template collects essential details like contact information, availability, skills, and legal consent to screen and onboard volunteers effectively
• Customizing your volunteer application form based on role type improves fit, safety, and the overall volunteer experience
• Including waivers, background check disclosures, and agreements in your template protects your organization and ensures compliance
• Digital volunteer application forms streamline the process, boost completion rates, and make your onboarding more efficient
• Keep your volunteer application simple, mobile-friendly, and accessible to maximize participation and engagement

What Is a Volunteer Application?

• A volunteer application is a standardized form used to collect essential details from individuals interested in volunteering with your organization. It focuses on gathering only the information needed for effective placement and onboarding, and serves as the first touchpoint between your team and potential volunteers.

Why Do Organizations Need a Volunteer Application Template?

A volunteer application form is your first layer of protection and professionalism. It lets you gather contact details, understand skills, and screen for potential risks.

The right volunteer form template helps you set clear expectations about roles and commitments. This saves time and creates a safer environment for everyone involved. Historically, 77.4 million Americans contributed nearly seven billion hours of service valued at $167 billion, highlighting the substantial impact volunteers can have on organizations.

Well-designed volunteer forms also help you comply with background check requirements, legal waivers, and organizational policies. They're critical tools for reporting and auditing, especially for grant-funded programs.

Volunteer Application Template (Free Example)

Here's a sample volunteer form you can adapt for your organization:

Contact Information

• Full Legal Name: ___________________________
• Preferred Name (if different): ________________
• Phone Number: ___________________________
• Email Address: ____________________________
• Mailing Address: ___________________________
• Emergency Contact (Name & Phone): ________

Demographics (Optional)

• Date of Birth: ______________
• Gender: ___________________
• Languages Spoken: ___________________________

Availability

• Days Available: ☐ Mon ☐ Tue ☐ Wed ☐ Thu ☐ Fri ☐ Sat ☐ Sun
• Preferred Time: ☐ Morning ☐ Afternoon ☐ Evening
• Frequency: ☐ Weekly ☐ Monthly ☐ One-time ☐ Flexible

Areas of Interest

(Please select all that apply)

☐ Administrative Support

☐ Event Staffing

☐ Youth Programs

☐ Fundraising

☐ Outreach / Community Engagement

☐ Other: ___________________________

Skills & Experience

• Relevant Work or Volunteer Experience: ___________________________
  
• Certifications (e.g., CPR, First Aid): ________________________________
• Special Skills (tech, language, etc.): _______________________________

Background Check & Legal Disclosures

• Are you willing to undergo a background check? ☐ Yes ☐ No
• Have you ever been convicted of a crime? ☐ Yes ☐ No
  (If yes, please explain): ___________________________
• Are you under 18 years of age? ☐ Yes ☐ No (If under 18, parent/guardian consent is required.)

Agreements & Waivers

☐ I have read and agree to the Volunteer Handbook and Code of Conduct.
☐ I give permission for photos/videos taken of me during volunteer activities to be used for promotional purposes.
☐ I understand and accept the liability waiver associated with volunteer activities.

References (Optional or required depending on role)

1. Name: _____________________ | Phone/Email: ______________
2. Name: _____________________ | Phone/Email: ______________

Signature

I confirm that the information provided is accurate and that I understand the responsibilities associated with volunteering.

Signature: ___________________________ Date: _______________

Be sure to review your local laws before finalizing your volunteer application template.

Streamline Volunteer Onboarding with Built-In Application Templates

VolunteerMatters includes ready-to-use volunteer application templates designed to make onboarding faster, easier, and more consistent. Customize each template by role type, risk level, and specific program needs—so you get the right information from the right people every time.

Explore Volunteer Application Templates

What Are the Essential Components of a Volunteer Application?

To gather the right information and make a great first impression, your application should include a few key elements that every nonprofit needs. These include:

1. Personal and Contact Information

Every volunteer form sample needs fields for the volunteer's full name, phone, email, and address. This allows you to communicate effectively and respond quickly in emergencies.

For youth volunteer programs, include fields for parent/guardian information, including: 

• Their first and last name 
• Relationship to the volunteer
• Primary phone number
• Email address

This ensures proper consent and creates a safety net for minors. Consider adding optional demographic questions (age range, gender identity, ethnicity) if needed for grant reporting or diversity initiatives, but always make these fields optional and explain why you're collecting this data. 

For accessibility purposes, include fields for special accommodations or preferred communication methods to ensure your volunteer program is inclusive from the first interaction.

2. Availability and Schedule Preferences

Your volunteer application template should include detailed checkboxes or interactive calendars for specific availability windows. Things you can ask:

• How frequently they'd like to volunteer (weekly, monthly, or for one-time events)
• Preferred time slots (morning, afternoon, evening)
• The maximum hours per week or month they can commit. 
• Include an option for seasonal availability to capture volunteers available during specific times of year.

This section helps match volunteers with appropriate opportunities, prevents scheduling conflicts, and ensures you have consistent coverage when needed. It's especially important for ongoing volunteer positions where reliability and scheduling predictability directly impact program success.

3. Areas of Interest

Let volunteers select their preferred activities on the volunteer form, ranking them if possible. This helps match them with roles they'll enjoy and excel in, increasing retention and impact. Include a brief description of each area to help volunteers understand what each role entails.

Options might include:

• Direct service (client interaction, mentoring, meal delivery )
• Administrative support (data entry, reception, file management)
• Special events (setup, coordination, guest relations)
• Fundraising (donor outreach, grant writing, campaign support)
• Board or committee service (governance, advisory roles)

4. Skills and Experience

Include space on the volunteer application form to capture relevant skills and experience. This helps you place volunteers where they'll provide the most value. Ask about:

• Professional background: Relevant work experience
• Certifications: Such as first aid, teaching credentials, or specialized training
• Languages: Especially helpful for community service
• Technical skills: Computer proficiency, social media, design

5. Background Information and Legal Disclosures

This section of the volunteer form is crucial for risk management and organizational protection. Be sure to include:

• Specific questions about willingness to complete background checks, such as:
  
  • Criminal history
  • Sex offender registry
  • Identity verification

• Transparent language about:
  
  • Who conducts the checks
  • How the information will be use

For volunteer positions working with vulnerable populations (children, the elderly, individuals with disabilities), this section is non-negotiable. It should include:

• Comprehensive age verification mechanisms
• Detailed disclosures about past criminal history, using appropriate legal language regarding relevance to the position
• Attestation statements confirming the accuracy of the provided information

📌 Note: Many states require specific language and disclosures, so consult legal counsel to ensure your form meets all regulatory requirements in your jurisdiction

6. Waivers, Agreements, and Policies

The volunteer application should include or reference key policies that govern volunteer conduct and protect all parties involved. Make sure to attach or link to the following documents:

• A comprehensive code of conduct (outlining expected behaviors and boundaries)
• A liability waiver (detailing risk acknowledgment and release terms)
• A photo/media release policy (explaining how images may be used for promotional purposes)
• Any applicable confidentiality agreements (especially for roles involving access to sensitive or personal information)

These critical elements create a legal safety net that protects both your organization from potential liability and your volunteers from misunderstandings or unexpected obligations.

A well-crafted waiver section:

• Sets clear expectations up front
• Demonstrates your organization’s professionalism and commitment to proper risk management
• Helps reduce confusion or disputes during volunteer service

📌 Important: Ensure that all volunteer paperwork is reviewed by legal counsel familiar with nonprofit regulations in your jurisdiction—especially liability waivers, which must include specific language to be enforceable in court.

7. References

For some volunteer positions, the application form for volunteer work should request references. This is typically required for:

• Roles involving children or seniors
• Positions that handle sensitive information
• Any volunteer duties with unsupervised access or significant responsibility

When requesting references:

• Ask for one or two professional or character references
• Include fields for full contact information, including:
  
  • Email
  • Phone number
  • Relationship to the applicant
    
    
• Ask references specific questions about:
  
  • The applicant’s reliability
  • Temperament under stress
  • Ability to maintain boundaries

Some organizations use different application forms depending on the risk level of the role. A tiered approach allows high-trust positions to include more thorough vetting, such as employment verification and a longer reference history.

8. Signature and Date

End your volunteer form with a signature field. This confirms the volunteer has provided accurate information and agrees to your terms. It also creates legal accountability and establishes a clear timestamp for when consent was given.

For online volunteer application forms, use digital signature options or checkbox confirmations to streamline the process. These electronic alternatives reduce paperwork burden, accelerate onboarding timelines, and maintain compliance with ESIGN Act requirements. 

Many volunteer management platforms offer built-in e-signature capabilities that automatically archive consent documentation.

Tip: Keep It Simple

Your volunteer application template should be concise and straightforward. Only ask for the information you need at this stage to avoid overwhelming potential volunteers.

How to Customize Your Volunteer Application

Every volunteer program is different, which means the application should reflect the unique roles, risks, and values of your organization. Here's how you can customize the application for your organization’s unique needs.

1. Define Your Requirements

Start by identifying what information you need on the volunteer application form. Consider the compliance requirements, risk management needs, and role specifics. Analyze the volunteer positions through a risk assessment lens to determine appropriate screening levels.

• Basic roles: Simple contact info, interests, and availability for positions with minimal supervision requirements, limited access to sensitive information, and low vulnerability exposure (like event greeters, envelope stuffers, or park clean-up volunteers)
• Higher-risk roles: More detailed screening, references, background checks for positions involving direct work with children, seniors, or vulnerable populations, handling financial transactions, or accessing confidential information
• Specialized positions: Skill assessments or qualification questions that verify technical abilities, certifications, or experience for roles requiring specific expertise (such as medical professionals at health clinics, IT support for database management, or licensed drivers for transportation services)

2. Adjust Questions Based on Roles

Not every volunteering form needs to be identical. Create different versions of your volunteer application based on position requirements, risk levels, and commitment duration.

For event volunteers, use a shorter volunteer sign-up form that focuses on availability, basic contact information, and specific event-related skills. For ongoing roles working with vulnerable populations, use more comprehensive volunteer application forms that include detailed background checks, multiple references, relevant certifications, and experience verification.

Medium-commitment roles might require a hybrid approach with moderate screening but less extensive documentation than high-risk positions.

3. Add Conditional Logic and Digital Waivers

Modern volunteer form templates can include conditional logic to show only relevant questions. For example, only ask for references if the volunteer will work with children.

Digital volunteer applications can include electronic signature fields for waivers and agreements. This reduces paperwork and speeds up processing.

4. Ensure Accessibility and Mobile-Readiness

Choose a volunteer form that works well on both computers and smartphones. Many volunteers will complete applications on mobile devices. Use clear, simple language in your community service form. Avoid jargon and complex instructions that might confuse potential volunteers.

5. Pilot Test and Launch

Test your new volunteer application template (whether it’s a Word document or an online form) with staff and a few current volunteers. Gather feedback on any confusing questions or technical issues.

Make adjustments before fully implementing your new volunteer forms. Monitor completion rates to ensure the process isn't creating barriers.

Did You Know?

90% of volunteers prefer digital communications over paper, proving why organizations should prioritize digital volunteer applications over paper formats.

Streamline the Application Process with VolunteerMatters

A great volunteer journey starts with a welcoming application process. VolunteerMatters helps you create custom volunteer application forms that adapt to every role and requirement.

Instead of managing paper forms or spreadsheets, you can automate your entire volunteer onboarding workflow. Volunteers complete their applications on any device, and your team tracks submissions instantly.

Organizations all across the United States trust VolunteerMatters to manage their volunteer applications. With intuitive dashboards and built-in reporting, you'll spend less time on volunteer paperwork and more time making an impact.

Ready to transform your volunteer application process and create extraordinary experiences for your community? Book a demo today to see how VolunteerMatters can help.