What Is a Volunteer Agreement?
If you’re thinking about becoming a volunteer, a volunteer agreement is a written document between you and the organisation you wish to volunteer with. It outlines the expectations and responsibilities that both you and the organisation share during your period of volunteering.
This type of agreement isn’t a legally binding contract. Instead, it serves as a clear guide to what you can expect and what’s expected of you.
Organisations use volunteer agreements to outline key details, such as your role, hours, supervision, and available support.
Below is an example of a list of elements often included in a volunteer agreement:
- Role description
- Hours and schedule
- Training and support
- Expenses or reimbursements
- Health and safety procedures
- Conduct and grievance procedures
A typical agreement may look like a letter or a simple document signed by both you and the organisation, though signatures aren’t always required.
The purpose is to prevent misunderstandings and help build good relationships between volunteers and the groups they assist.
If you’re considering volunteering, reading and discussing the agreement helps you understand your position and the support you’ll receive.
When Is a Volunteer Agreement Needed?
If you’re looking to recruit volunteers, a volunteer agreement is useful when welcoming new volunteers to your organisation, as it provides both clarity and structure from the outset.
It can help define mutual expectations where roles, tasks, or relationships may become complex and unclear.
If your volunteers will be handling sensitive data or have access to confidential information, you should put an agreement in place to outline data protection responsibilities.
This is particularly relevant if you must comply with GDPR or similar regulations.
When your organisation reimburses expenses, offers training, or provides access to equipment, an agreement can specify what volunteers can receive and the limits of these provisions.
A clear statement in writing reduces misunderstandings.
Situations where safeguarding, health and safety, or legal compliance are necessary make agreements especially important.
If your volunteers work with vulnerable individuals or in regulated environments, an agreement can outline clear standards and responsibilities.
The table below shows common situations where volunteer agreements are needed:
Situation
Reason for Agreement
Handling personal data
Data protection compliance
Reimbursing volunteer expenses
Clarity on allowances
Working with children or vulnerable adults
Safeguarding requirements
Providing training or equipment
Clear expectations
Roles with potential legal liabilities
Legal clarity and protection
You don’t have to create a volunteer agreement for every situation.
They’re particularly helpful whenever expectations, risks, or responsibilities should be clear from the beginning.
How to Write a Volunteer Agreement
If your organisation is looking to recruit volunteers, it’s a good idea to create a solid volunteer agreement. You can do this by following these steps (and also using a volunteer agreement template for the UK to guide you).
Step 1: Clarify the Purpose and Scope of the Volunteer Role
Begin by defining what the volunteer role entails. Think through what the volunteer will be doing, for whom, and within what context. This includes identifying the organisation, program, or event they’re supporting.
You should be able to describe the role in a few sentences and define its purpose, whether it's helping with logistics, supporting a cause, or engaging with the community.
Once this is clear, write an introductory section in the agreement that outlines the nature of the volunteering relationship, including that it’s unpaid and doesn’t create an employment contract.
Step 2: Define the Volunteer’s Duties and Responsibilities
Next, describe the specific tasks the volunteer is expected to perform. Write this in practical, realistic terms, based on the actual needs of your organisation.
Include time commitments, frequency of attendance, and expectations for punctuality or communication. You can also mention general conduct expectations, such as professionalism or adherence to organisational values.
This section should provide the volunteer with a clear understanding of their day-to-day responsibilities, so they know exactly what’s expected of them.
Step 3: Set the Terms of Engagement and Time Commitment
Now, outline how long the volunteer is expected to commit to the organisation. This might be a one-time event, a seasonal project, or an ongoing position.
Specify start and end dates if applicable, or clarify if the agreement is open-ended and subject to review. Include details on how often the volunteer is expected to work (e.g., weekly hours or number of shifts per month).
Ensure this section allows for flexibility while still providing structure, so both parties understand the nature and duration of the relationship.
Step 4: Establish Policies Around Attendance and Communication
It’s important to include a section that covers how absences, lateness, or schedule changes should be handled.
Clarify how much notice a volunteer should give if they need to miss a shift, who they should contact, and how to communicate effectively. You might also want to include what happens if a volunteer frequently misses shifts or fails to communicate effectively.
This promotes mutual accountability and prevents misunderstandings about reliability or professionalism.
Step 5: Include Health, Safety, and Conduct Guidelines
Create a section that outlines your organisation’s expectations for safety and behaviour.
Include any mandatory training, safety procedures, or protective equipment required for the role. State that volunteers must comply with workplace safety standards and treat staff, other volunteers, and the public with respect.
You should also include anti-discrimination and harassment policies here. This section demonstrates that the organisation takes the well-being of everyone seriously and protects the integrity of the work environment.
Step 6: Clarify Insurance, Liability, and Legal Protections
Volunteers should understand whether they’re covered under any organisational insurance, especially for medical issues or accidents occurring during service.
Clearly state what the organisation is and isn’t responsible for. Some organisations include a waiver of liability that the volunteer must agree to.
Also, indicate that the volunteer is not an employee and is not entitled to compensation, benefits, or unemployment insurance. This section protects both parties legally and helps set proper expectations.
Step 7: Address Confidentiality and Use of Information
If the volunteer will be handling sensitive information, such as client data, proprietary processes, or internal records, include a confidentiality clause.
Explain what kinds of information must be kept private and how it should be handled. State that violating confidentiality can result in immediate dismissal from the role.
This builds trust between the organisation and the volunteer and safeguards any sensitive operations.
Step 8: Provide Terms for Ending the Volunteer Relationship
In this step, define how either party can end the agreement. State that the volunteer may resign at any time and explain how they should notify the organisation.
Likewise, the organisation should retain the right to end the relationship at its discretion. Offer language that encourages mutual respect and professionalism in the offboarding process.
This part ensures both sides have a clear and fair exit strategy.
Step 9: Add a Signature and Acknowledgement Section
Finally, include a section where both the volunteer and a representative of the organisation can sign and date the agreement.
This section should also include a short acknowledgement confirming that the volunteer understands and agrees to the terms outlined.
Once signed, both parties should keep a copy. This makes the agreement official and shows that the volunteer has been informed and has consented to all conditions.
A clear volunteer agreement benefits both parties. You can use a volunteer contract template for the UK to guide you.
