Volunteer Acknowledgement Letter Template for Hong Kong

The Volunteer Acknowledgement Letter is a crucial document used in Hong Kong to formalize volunteer relationships while explicitly distinguishing them from employment arrangements. It is typically used when organizations engage volunteers for various activities, projects, or ongoing support roles. The document serves multiple purposes: it demonstrates the organization's commitment to proper volunteer management, helps ensure compliance with Hong Kong legal requirements regarding volunteer engagement, and provides clarity on the scope of volunteer activities and available support. The letter includes essential information about the volunteer role, organizational policies, insurance coverage, and health and safety considerations, while maintaining a tone that values and appreciates the volunteer's contribution. This document is particularly important in Hong Kong's context, where organizations must carefully manage volunteer relationships to avoid creating unintended employment relationships while fulfilling their duty of care obligations.

1. Letter Header: Organization letterhead, date, and volunteer's contact details

2. Salutation: Personal greeting to the volunteer

3. Purpose Statement: Clear statement confirming acceptance as volunteer and expressing appreciation

4. Role Description: Brief description of the volunteer role and main responsibilities

5. Voluntary Nature: Clear statement that this is a voluntary position with no employment relationship or remuneration

6. Time Commitment: Expected duration and frequency of volunteering

7. Organizational Support: What the organization will provide (training, supervision, resources)

8. Policies Acknowledgment: Reference to key organizational policies that apply to volunteers

9. Health and Safety: Basic health and safety commitments and responsibilities

10. Insurance Coverage: Overview of insurance coverage provided for volunteers

11. Confidentiality: Basic confidentiality obligations

12. Termination: Statement about the right of either party to end the volunteer relationship

13. Closing: Signature blocks for both parties and thank you statement