What this guide covers
Why approval questions matter
Community service requirements are set by whoever is receiving your hours (court, probation, school, scholarship program, etc.). Online hours often have extra rules because the work is remote and harder to observe in person.
The safest approach is to confirm requirements in writing and save the message, especially for court-related hours.
What to ask the court / probation officer
These questions help you confirm what is accepted and what format your verification must follow:
Basic eligibility
- Is online community service allowed?
- Do I need pre-approval before starting?
- Is there a limit on online hours (example: “only 25% online”)?
- Are there any categories that are not allowed (fundraising, advocacy, etc.)?
Organization requirements
- Does the organization need to be a nonprofit or government agency?
- Do you require proof the organization is legitimate (website, address, EIN, etc.)?
- Does the organization need to be local or can it be out-of-state?
Verification requirements
- What verification format do you require: signed log, letterhead letter, email confirmation, certificate?
- Do you require a supervisor’s phone number and title?
- Do you require dates + total hours, or a daily log?
- Is a digital signature acceptable?
What to ask your school
Schools often have different rules than courts. These questions help prevent surprises at the end:
Online hour rules
- Are online hours allowed for this requirement?
- Is there a cap on online hours?
- Do I need pre-approval of the organization or task?
Documentation rules
- Do you require a specific school form?
- Are supervisor signatures required?
- Do you accept verification by email?
- Do you require the organization to be a nonprofit?
Student safety rules (important for minors)
- Are there restrictions on 1:1 contact (tutoring/mentoring)?
- Do you require parent permission?
- Are there any tasks you will not approve (political advocacy, etc.)?
What to ask the volunteer organization
Before you start, confirm the organization can actually verify your hours:
- Will you verify hours for school or court requirements?
- What verification do you provide (signed log, letterhead letter, email confirmation, certificate)?
- Who will be listed as supervisor (name/title/email/phone)?
- How do you track time (self-report, platform tracking, supervisor check-ins)?
- How long does verification take after I finish?
A simple approval message you can send
Copy/paste this into an email to your court contact or school coordinator and fill in the blanks:
Hello, I’m requesting approval to complete online community service hours through [Program Name].
Website: [Program URL]
Tasks: [Short description of what you will do]
How hours are tracked: [Time tracking / supervisor check-ins / platform log]
Verification provided: [Signed log / letterhead letter / email confirmation / certificate]
Supervisor contact: [Name, title, email, phone]
Please confirm if this program and documentation format will be accepted before I begin. Thank you.
Common mistakes that cause rejected hours
- Starting before approval (especially for court/probation)
- Choosing a program that cannot verify hours
- Submitting vague documentation with no task details
- Missing supervisor contact information
- Using a verification format that doesn’t match what the court/school requires
FAQ
Do I really need written approval?
For schools, it’s strongly recommended. For court/probation, it’s one of the safest ways to avoid rejected hours. If you can’t get email approval, write down who you spoke to and the date/time.
What if the court/school won’t “approve” ahead of time?
Ask what documentation they require and what types of organizations/tasks are accepted. Then choose a program that matches those rules.
What’s the best “universal” verification format?
A detailed service log + supervisor contact info + a letterhead letter (or official email confirmation) is usually the most widely accepted set.