Volunteer Agreements for Charities: A Practical Guide | LegalDocuments.co.uk

What this document is

A volunteer agreement is a written understanding between a charity and an individual who gives their time freely to support the charity's work. It records what the volunteer will be doing, how often, who they report to, and the standards of behaviour and confidentiality expected of them.

Crucially, it is not an employment contract and is usually drafted to be deliberately non-binding in the contractual sense, this is important, because if the wording creates mutual obligations (for example, a duty on the charity to provide work and a duty on the volunteer to perform it in return for a benefit), a court or tribunal could decide the volunteer is actually a worker or employee, with all the rights that come with that status. A good agreement uses words like 'hope', 'expect' and 'usually' rather than 'must' and 'shall'.

It focuses on shared values and clear communication, not enforceable promises. Many charities call the document a 'volunteer handbook' or 'volunteer understanding' for that reason.

How to use this document

1. Identify who the agreement is between. Start by naming the charity (including its registered charity number, if applicable) and the volunteer. Include the role title the volunteer will hold, for example 'befriender' or 'shop assistant', so there is no confusion later about what activities the understanding covers. Keep the tone welcoming rather than formal.
2. Describe the role and what the volunteer will be doing. Set out the main activities in plain language, along with the hours or days the volunteer hopes to give. Use soft language throughout, 'we hope you'll be able to help with' rather than 'you will perform'. Mention induction, any training offered, and who the volunteer can turn to for support and day-to-day questions.
3. Cover expectations around conduct, confidentiality and data. Volunteers often encounter sensitive information about beneficiaries, donors or fellow volunteers. Explain what confidentiality means in practice, how personal data should be handled under UK GDPR, and what standards of behaviour apply, safeguarding policies, equality, and any code of conduct your charity follows.
4. Explain expenses, insurance and health and safety. Confirm what out-of-pocket expenses will be reimbursed and how to claim them, avoid anything that looks like payment for time, as this can tip the relationship into worker status. Outline what insurance cover applies while volunteering, and signpost your health and safety and safeguarding policies so volunteers know how to raise concerns.
5. Address how the arrangement can end and how concerns are resolved. Make clear that either side can step away from the arrangement at any time, without formal notice requirements. Describe how problems or complaints will be handled, usually a conversation with a named contact first, then a more structured process if needed. Finish by asking the volunteer to confirm they've read and understood the document, rather than 'signing a contract'.