Accepting a Volunteer’s Resignation Procedure
For a variety of reasons, a volunteer may need to resign from their position(s) within the council.
1. A volunteer considering resignation is encouraged to discuss their reasons with their assigned
staff supervisor prior to giving notice.
2. The volunteer should submit a written (letter or email) and signed resignation to their staff
supervisor outlining the reason(s) for leaving the position. (If the volunteer fails to submit a
written resignation, the staff supervisor will provide the necessary documentation for the
volunteer’s record.)
All verbal and written volunteer resignations received will be accepted.
If the reason for resigning from a position is a result of council policy or practice, the
staff supervisor receiving the resignation should discuss the issue with their direct
supervisor.
3. The staff supervisor receiving the resignation should verify whether the volunteer is resigning
from all volunteer positions held, or from one specific volunteer position, and provide written
acknowledgement and notification to the volunteer.
4. Using a council provided template, a letter recognizing the volunteer for their service will be
sent by the staff supervisor or their designee within seven (7) business days of receipt of
resignation. A copy of the letter will be sent to the appropriate staff to update the database and
file in volunteer record.
5. The staff supervisor will promptly facilitate the transfer of resources, finances, and supplies and
communicate to any additional functional staff who should be made aware of the resignation.