This Retention and Recruitment Kit includes templates, letters, interview questions, tips, and forms for your department’s use and convenience. We thank the Manlius (NY) Fire Department for allowing the VWS program to customize and share their templates. The Manlius Fire Department won the “Retention and Recruitment” award from the IAFC’s Volunteer and Combination Officers Section for their program.
Below you will find electronic copies that you can customize as needed. Use any materials you find convenient and suitable for your department’s retention and recruitment program. These are only examples please check with your HR, legal or other people in your organization as appropriate before finalizing and utilizing them. We have learned that there are people in your community that are willing to step up and volunteer if you do the work to raise awareness of your department's needs and make them feel welcome. We encourage you to take advantage of the excellent recruitment and retention material in this kit.
Application
Application for Volunteer Membership
A volunteer application that can be customized and modified for your department.
Download the template
Form Letters
Approval Letter
A letter to let an applicant know they have been approved for conditional membership.
Download the template
Holding Application for Later Letter
Letter informing an applicant that you are holding their application for consideration until the next recruitment class.
Download the template
Missing Documents Letter
A letter outlining documents missing from an application packet.
Download the template
Received Application Letter
A letter thanking an applicant for their application and describing the next steps in the process to become a member.
Download the template
Rejection Letter
A professional letter letting an applicant know that you will not be moving forward with their application.
Download the template
Interview
Interview Questions
Sample questions for an interview to help you capture the information you need. The template also includes a reminder for questions you cannot ask an applicant.
Download the form
Reference Check
Sample questions to ask a reference for an applicant.
Download the form
Medical Confidentiality
Medical Examination and Confidentiality
Information on medical examinations and confidentiality, along with resource links to help your department. The International Association of Fire Chiefs (IAFC) and the Safety Health and Survival Section (SHSS) suggest that every volunteer and career firefighter receive an annual medical examination, and that this examination follow as closely as possible the guidance of NFPA 1582.
Download the document
NFPA 1582 Guide
A guide to understanding and using NFPA 1582 and the IAFC/IAFF Wellness Fitness Initiative.
Download the document
Mentor Program
Checklist for Mentors of New Members
Sample list of items a mentor should help their mentee complete.
Download the template
Mentor Guidelines
Sample guidelines and expectations overview for new mentors.
Download the template
Mentoring 1: Re-energizing Your Department Culture Through Positive Influence
Log into or create your free IAFC Academy/Helix account to register for the self paced online course.
Take the Class
Mentoring 2: Developing and Retaining Firefighters through Relationships
Log into or create your free IAFC Academy/Helix account to register for the self paced online course.
Take the Class
Orientation
Orientation Presentation PowerPoint
This template is to help you orientate new members to your department.
Download the template
Questions Recruits May Ask
A list of frequently asked questions about membership that includes some possible replies. Your department should decide how to answer these questions in advance to ensure continuity within the department and recruiters.
Download the FAQ
Recruit Orientation Schedule
Sample orientation schedule for a new recruit.
Download the Template
Techniques for Keeping Recruits
There are many reasons why volunteers decide to join the fire service. There are also many reasons why they decide to leave. This document may provide you with some unique or new solutions to help you retain your recruits.
Download the document
Record Keeping
New Recruit Sign Off Sheet Checklist
Sample form to help you track where a recruit is in the process of becoming a member.
Download the Template
Recruitment Plan Template
Use this year long template to help you plan out and execute your department's recruitment activities.
Download the Template
Certificates and Exit Interviews
Certificate of Graduation
Sample certificate to use to signify the successful graduation from recruit orientation
Download the Template
Certificate of Completion
Sample certificate to use to signify the successful completion of recruit orientation
Download the Template
Exit Interview
Sample questions to ask during an exit interview to help your department gain a better understanding of why members are leaving.
Download the Questions
Customizable Marketing Materials
The following fillable marketing materials have been designed to assist volunteer and combination fire departments in their recruitment efforts by providing an easy to use template for various marketing items. These items are free for any volunteer or combination fire department to use.
Directions for Fillable Marketing Material Use
- Select the document you wish to use.
Each document will open as a Microsoft Word document.
- Once opened, you will see areas shaded in gray with placeholder text.
These are the only areas that are available for editing.
- Enter department specific information into all available areas making sure attention is paid to website, address and phone number boxes.
- Once you have entered your department specific information, save the document in .pdf format. These are then ready to be sent to a printing company for processing.
Materials
10' x 4' Banner (From National Workforce S)
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11" x 14" Small Poster (From National Workforce Solutions)
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20" x 30" Large Poster A (From National Workforce Solutions)
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20" x 30" Large Poster B (From National Workforce Solutions)
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20" x 30" large Poster C (From National Workforce Solutions)
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20" x 30" Large Poster D (From National Workforce Solutions)
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8.5" x 5.25" Double Sided Buckslip (From National Workforce Solutions)
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4" x 3.5" Magnet (From National Workforce Solutions)
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The emergency contact magnet is intended to be affixed on the left side of the back of the postcards. This is an option you can discuss with your printing company.
8.5" x 5.5" Double Sided Postcard A (From National Workforce Solutions)
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8.5" x 5.5" Double Sided Postcard B (From National Workforce Solutions)
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8.5" x 5.5" Double Sided Postcard C (From National Workforce Solutions)
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8.5" x 5.5" Double Sided Postcard D (From National Workforce Solutions)
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Buckslip (From Tennessee VWS)
"Val-pak" sized two-sided handouts on 100 count rip-off pads. Contains department contact information, logo and other information about volunteering. To be used at marketing events or drop off at stores, restaurants, etc.
Download the template
Facebook Banners (From Tennessee VWS)
Image to be placed as your Facebook Cover photo to help you recruit using Facebook.
Download the template
Half Page Ads (From Tennessee VWS)
To be handed out at events, which will include department contact information and logo.
Download the template
Postcard 4.25" x 6" (From Tennessee VWS)
Postcard that can be mailed or handed out
Download the template
Postcard with Magnet 5.5" x 8" (From Tennessee VWS)
Postcard with detachable refrigerator magnet.
Download the template
Magnet for Postcard 3.5" x 4" (From Tennessee VWS)
Download the template
Poster 11" x 17" (From Tennessee VWS)
Poster which will include department contact information and logo.
Download the template
Poster 20" x 30" (From Tennessee VWS)
Poster which will include department contact information and logo.
Download the template
Station Banner 120" x 36" (From Tennessee VWS)
Banner for hanging at/in front of station.
Download the template
Table Top Sign (From Tennessee VWS)
A small sign on a stand for use at recruitment events that can be placed on a table.
Download the template
Trifold Brochure (From Tennessee VWS)
Brochure which will include general information about volunteering, department contact information and logo.
Download the template
Truck Banner 72" x 36" (From Tennessee VWS)
To be hung/displayed on apparatus at recruitment events.
Download the template
Twitter Banner (From Tennessee VWS)
Image to be placed as your Twitter Cover photo to help you recruit using Twitter.
Download the template
Wallet Card (From Tennessee VWS)
Business card size promotional material that can be kept in your wallet and handed out on the fly.
Download the template
Website Banner 120px x 600px (From Tennessee VWS)
Image to be placed on your website and linked to your recruitment page.
Download the template
Website Banner 300px x 250px (From Tennessee VWS)
Image to be placed on your website and linked to your recruitment page.
Download the template
Website Banner 728px x 90px (From Tennessee VWS)
Image to be placed on your website and linked to your recruitment page.
Download the template
Acrylic Holder Insert (From Tennessee VWS)
Plastic brochure/buckslip holder with campaign logo for table tops. For use at stations, at events, or to display info in stores, restaurants
Download the template