What this guide covers
What “verification” means
Verification is proof that you completed real community service. It usually requires two things:
- A record of hours (dates, time, tasks)
- An independent confirmer (a supervisor or organization that can confirm your hours)
The stricter the requirement (often court/probation), the more important it is to have formal documentation and a reachable supervisor.
Common verification methods
1) Signed service log
A service log is a simple document that lists each day’s hours and tasks, with a supervisor signature. Many schools accept this. Courts may accept it too, especially when paired with letterhead or supervisor contact.
2) Email confirmation from a supervisor
A supervisor can confirm hours by email. This works best when the message includes the details (dates, totals, tasks) and comes from an organization-associated email address (when available).
- Total hours completed
- Date range covered
- Brief task summary
- Supervisor name + title + phone
3) Letter on official letterhead
Letterhead letters are common for court documentation. The letter should clearly state your name, the organization, the work performed, the total hours, and the dates.
Even if a program issues a certificate, a letterhead letter is often stronger because it includes contact information and details.
4) Completion certificate
Certificates can be accepted, but they’re best used as an “extra” proof. If the certificate doesn’t include enough detail, ask the organization for an email or letter confirming the specifics.
5) Platform time tracking / reports
Some programs use time-tracking platforms, task dashboards, or automated logs. These are helpful, especially when you can download a report showing your time and completed tasks.
How to keep a clean hours log
A clean log prevents confusion and makes it easier for a supervisor to sign off.
- Be specific: “Translated 2 pages of intake form” is better than “did volunteer work.”
- Use consistent time blocks: shorter sessions are easier to verify.
- Track as you go: don’t reconstruct hours from memory.
- Save proof: screenshots, task assignments, deliverables, confirmation emails.
What schools/courts typically check
While every requirement is different, reviewers often look for:
- Legitimacy: is this a real organization with real contact info?
- Consistency: do the hours match the tasks described?
- Contactability: can they reach a supervisor to confirm?
- Clarity: are dates, totals, and duties clear and easy to understand?
Common reasons hours get rejected
- No supervisor contact or the organization can’t be reached.
- Vague tasks (no clear description of what was done).
- Missing dates or totals or inconsistent time reporting.
- “Pay for hours” appearance or questionable documentation.
- Verification doesn’t match requirements (wrong format, missing signatures, missing letterhead).
Tips to make verification easy
- Ask up front: “What verification can you provide?”
- Send your supervisor a weekly summary of hours and tasks to confirm.
- Keep all proof in one folder (screenshots, emails, files).
- Request final verification early (not the day it’s due).
- Match the format your school/court wants (log vs letter vs certificate).
FAQ
Is an email enough to verify my hours?
Often yes for schools, and sometimes for courts, but it depends. The best emails include dates, totals, tasks, and supervisor contact info.
What’s the strongest verification for court?
Typically a letter on letterhead + supervisor contact info + a detailed log. Requirements vary, so always confirm what your court expects.
Can I verify hours if I did project-based work (not hourly)?
Yes—ask the organization to estimate and confirm the hours spent based on deliverables, plus the dates you worked. Keep proof of tasks and submissions.