Volunteer Interview Questions: 25 to Ask and What to Listen For

Most volunteers are not interviewed. They fill in a form, or they are told "we need someone on Sunday" and they say yes.

That works until it does not. Someone is placed on a role that does not suit them, someone else turns out to have a schedule that never fits and the team spends weeks working around it. A short conversation at the start prevents a lot of that, and it does not have to feel like a job interview.

This article explains why a conversation matters, what to ask and what to listen for, and gives 25 questions you can use, grouped by what you want to find out.

Key takeaways

• The goal is a good match, not a gate. You are finding out where someone can help and what they need.
• In the Urban Institute's 2003 study of U.S. charities, screening and matching was one of three volunteer management practices linked to retention.
• Ten to fifteen minutes is usually enough. Ask open questions and let the person talk.
• For roles involving children or vulnerable adults, a friendly chat is not a substitute for the checks and safeguarding rules that apply to you.

Why talk to people first

A conversation does three things that a form cannot.

• It finds the right role. Many people say "I'll do anything" and mean it. What they enjoy and what they are good at are often different from what they offer first.
• It sets honest expectations. You can explain the time, the tasks and the standards before someone has committed.
• It starts the relationship. The person meets a human being who is interested in them, and not only a sign-up sheet.

The Urban Institute's study looked at nine volunteer management practices in U.S. charities and found that three were linked to higher retention: recognition, training and screening and matching. Matching starts with knowing the person.

What you are trying to learn

It helps to know what you are listening for before you start. A good conversation covers five things.

1. Motivation. Why do they want to help? The answer shapes how you place and thank them.
2. Skills and interests. What are they good at, and what do they enjoy?
3. Availability. When can they realistically come, and when can they not?
4. Expectations. What do they think the role involves?
5. Needs. Is there anything that would make it easier for them to serve?

How to run it

• Keep it short. Ten to fifteen minutes, in a calm place.
• Start light. Offer a drink. Ask how they heard about you.
• Ask open questions. "What would you enjoy doing?" gives you more than "Do you want to do the sound?"
• Be honest about the role. Describe a normal day, including the less glamorous parts.
• Leave room for a no. "Take a week and tell us what you think" is a good sentence.
• Take notes afterwards, not during. A person who is being written about stops being relaxed.

25 questions to use

Motivation

1. What made you want to volunteer with us?
2. Have you volunteered before? What did you enjoy about it?
3. What would make this a worthwhile experience for you?
4. Is there anything you would like to learn?

Skills and interests

1. What are you good at, in work, at home or in your spare time?
2. What kind of tasks do you enjoy most: working with people, with equipment, with paperwork or with your hands?
3. Is there anything you would prefer not to do?
4. Do you prefer to be front of house or behind the scenes?
5. Do you like to work alone, in a pair or in a team?

Availability

1. Which days and times are realistic for you?
2. Are there regular times when you cannot come, such as work shifts or family commitments?
3. How far ahead do you usually know your plans?
4. How would you like us to ask you: a request for each event, or a regular slot?
5. If something comes up, how would you like to tell us?

Expectations

1. What do you think this role involves?
2. What would you be happy to commit to for the first three months?
3. What would you like to know before you start?
4. How do you like to receive feedback?

Working with others

1. Tell me about a time you worked on a team. What was your part?
2. How do you usually handle it when something goes wrong?
3. If you saw someone struggling, what would you do?

Needs and practicalities

1. Is there anything that would make it easier for you to serve, such as transport, timing or accessibility?
2. What is the best way to reach you?
3. Is there anything you would like to tell us that we have not asked?
4. What questions do you have for us?

What good answers sound like

You are not looking for perfect answers. These are usually positive signs:

• They ask questions about the role.
• They are honest about limits on their time.
• They have a clear reason for wanting to help, even if it is modest.
• They talk about people, not only tasks.

And these deserve a gentle second look:

• Promising far more time than anyone could realistically give.
• Strong views about changing how everything is done, before they have seen it.
• A reluctance to follow basic safeguarding or safety expectations.
• Not wanting to be part of a team in a role that depends on one.

None of these is a reason to close the door on its own. They are a reason to ask another question.

When the conversation is not enough

For some roles, the conversation is only one step. If the role involves children, vulnerable adults, handling money or similar responsibility, follow the screening, reference and background check requirements that apply to your organization and country, and keep the process consistent for everyone. Do not skip them because someone is well known or recommended.

After the conversation

A good conversation should end with a decision and a next step.

• Offer a role or a trial. "Would you like to try the welcome team for two Sundays?"
• Say when you will be in touch. And then be in touch.
• Record what you learned. Their availability, interests and any needs.
• Give them what they need to start. A short description of the role, the first date and a person to contact.

If someone is not a fit for the role you had in mind, you can often say so kindly and suggest another.

How Planify can help

A conversation is where you learn a person's availability, interests and needs. Planify helps you act on that afterwards.

• Joining. You can share a join link. A person enters their name and phone number, confirms a six-digit code received on WhatsApp and becomes an active member, with no account or password. Duplicate phone numbers are rejected. A coordinator can then assign them to their teams.
• Matching. Positions belong to departments, so you can place someone in the exact role you agreed on, not only in a general group.
• Availability. If you learn that someone cannot come for a period, an administrator or coordinator can record that period, and the schedule respects it.
• Light follow-up. Once they are in, they confirm or decline with a tap on WhatsApp.

The join link depends on your plan, as does the number of members you can have.

Read next: volunteer onboarding: the first message that makes people stay.

FAQ

What questions should you ask a volunteer?

Ask about motivation, skills and interests, availability, expectations and needs. Open questions work best, such as "What would you enjoy doing?"

Should volunteers be interviewed?

A short conversation is useful for most roles because it helps with matching. For roles with children or vulnerable adults, follow the checks and rules that apply to you in addition.

How long should a volunteer interview take?

Ten to fifteen minutes is usually enough for a conversation. Roles with more responsibility may need more.

What if a volunteer is not a good fit?

Say so kindly and, where you can, suggest another role or a later time. A good match matters more than a full team.