What this guide covers
Why documentation matters
Online community service happens remotely, so schools, courts, and other organizations rely on documentation to confirm what you did and how long it took. Strong documentation protects you if someone questions your hours later.
Documentation is one of the most common reasons hours get rejected—not because the work wasn’t real, but because it wasn’t documented clearly.
The minimum “acceptance” pack
If you want the simplest documentation set that still works in most situations, aim for:
- A service log showing dates, time, and tasks
- Supervisor contact info (name, title, email, phone)
- One verification document (signed log, letterhead letter, or verification email)
Your service log (what to record)
A service log is your main record. Update it every session—don’t wait until the end.
Recommended fields
- Date
- Start time and end time (or total time)
- Task description (specific)
- Organization/program name
- Supervisor name + title
- Supervisor email + phone
- Notes / proof reference (optional)
Verification documents to save
1) Signed service log
If the organization signs your log, keep the signed version as a PDF or photo scan. If signatures are digital, keep the emailed copy too.
2) Verification email
Save any email that confirms your hours, tasks, and dates. The best verification emails include:
- Your full name
- Total hours + date range
- Brief summary of tasks
- Supervisor name + title + contact information
3) Letter on letterhead
Courts often prefer letterhead verification. If you receive a letter, save the PDF and keep a printed copy if possible.
4) Completion certificate
Certificates can help, especially if they list hours and dates. If your certificate is vague, ask the supervisor to send a short verification email.
Proof of work (helpful extras)
Proof isn’t always required, but it’s extremely helpful if questions come up. Examples include:
- Screenshots of time-tracking dashboards or completed tasks
- Copies of submitted documents / deliverables
- Task assignment messages (email, platform messages)
- Project links (if public) or filenames (if private)
How to organize everything
Keep your documentation in one place so you can provide it quickly if asked.
Suggested folder structure
- 01_Service_Log (your master log)
- 02_Verification (signed logs, emails, letters, certificates)
- 03_Proof_of_Work (screenshots, deliverables)
- 04_Program_Info (program URL, contact page, onboarding instructions)
If your hours are court-related, consider backing everything up in two places (computer + cloud drive).
Common mistakes that cause rejection
- Logging hours from memory instead of recording them live
- Vague task descriptions with no detail
- Missing supervisor contact information
- Only keeping a certificate with no dates/hours
- Verification that doesn’t match the required format (log vs letter vs email)
FAQ
How long should I keep my documentation?
Keep everything until your hours are officially accepted and recorded. For court-related service, it’s smart to keep copies long-term.
Is a certificate enough?
Sometimes, but not always. If the certificate doesn’t include dates, hours, and supervisor contact info, ask for a verification email or letter.
What if my service is project-based instead of hourly?
Log the dates you worked, what you produced, and ask your supervisor to confirm the estimated hours based on deliverables. Save the finished work as proof.