Retention and Recruitment Kit

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

  1. Select the document you wish to use.
    Each document will open as a Microsoft Word document.
  2. Once opened, you will see areas shaded in gray with placeholder text. 
    These are the only areas that are available for editing.
  3. Enter department specific information into all available areas making sure attention is paid to website, address and phone number boxes.
  4. 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 VWS)

10x4bannersmall300x119px

Download Now

11" x 14" Small Poster (From National VWS)

NVWS11x14SmallPoster300x188px

Download Now

20" x 30" Large Poster A (From National VWS)

NVWSPosterA300x197

Download Now

20" x 30" Large Poster B (From National VWS)

NVWSPosterB300x200px

Download Now

20" x 30" large Poster C (From National VWS)

NVWSPosterC300x199px

Download Now

20" x 30" Large Poster D(From National VWS)

NVWSPosterD300x200px

Download Now

8.5" x 5.25" Double Sided Buckslip(From National VWS)

NVWSbuckslip170x400px

Download Now

4" x 3.5" Magnet(From National VWS)

 NVWSMagnet300x259px

 Download Now

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 VWS)

NVWSPostcardA300x185px

Download Now

8.5" x 5.5" Double Sided Postcard B(From National VWS)

NVWSPostcardB300x184px

 Download Now

8.5" x 5.5" Double Sided Postcard C(From National VWS)

NVWSPostcardC300x185px

Download Now

8.5" x 5.5" Double Sided Postcard D(From National VWS)

NVWSPostcardD300x183px

Download Now

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