Volunteer agreement template
A volunteer agreement explains what an organisation and a volunteer expect of each other, without making a contract of employment. This version states that it is binding in honour only, lists what the organisation will provide, such as induction, support, insurance and expenses, and what it hopes for from the volunteer, and covers expenses, optional Disclosure and Barring Service checks, and ending the arrangement. A new one is made for each volunteer, with their details, role and expenses changing.
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What changes each time
19 values. Everything else is your wording, kept exactly.
The organisation
- Organisation name
- Organisation address
- Charity number
- Volunteer coordinator
- Name or role to raise concerns with
- Link to privacy notice
The volunteer
- Volunteer's full name
- Volunteer's address
- Volunteer's email
- Volunteer's phone
- Volunteer role title
- Start date
Insurance and expenses
- Type of insurance
- Insurer's name
- Mileage rate
- Meal expenses
- How to claim expenses
Checks
- Type of work
- Level of check
The rules it usually needs
Written in plain English when the template is set up.
- Only when…
“Include the charity number only if the organisation is a charity.”
For a registered charity, the number appears beside the organisation's address; otherwise it is left out.
- One of several wordings
“Travel is reimbursed either at the cost of public transport or at a per-mile rate no higher than HMRC's approved rate.”
When the volunteer drives, the mileage rate is stated and capped at HMRC's approved rate.
- Only when…
“Include the checks section only for roles working with children or adults at risk.”
When the role involves children, the section is added and states the level of Disclosure and Barring Service check; for a shop role it is left out.
- One of several wordings
“The check is standard, enhanced, or enhanced with barred list check.”
Where the role supports vulnerable adults, an enhanced check can be chosen.
Questions people ask
Is a volunteer agreement a contract?
This one is written to be binding in honour only, not a contract of employment or any other contract, so it records expectations without creating legal obligations. Whether someone is a volunteer in law depends on the facts of the arrangement as well as the paperwork.
Can volunteers be paid?
Volunteers can have genuine out-of-pocket expenses reimbursed. Payments or rewards beyond that, or a promise of paid work, can make someone a worker or employee, so the agreement says that no other payment is made.
Do volunteers need a DBS check?
Only some roles do, mainly those working with children or adults at risk, and the level depends on the role. Check eligibility with the Disclosure and Barring Service.
Can a volunteer stop at any time?
Yes. The agreement says so, and also says the organisation may ask someone to stop if the role ends or concerns cannot be resolved.
Can I use my own version of this document?
Yes. Upload your own Word or PDF agreement and DocuWeave turns it into a template in your wording.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.