Volunteers play a vital and often irreplaceable role in the charity sector. Many organisations simply couldn’t deliver their services or achieve their objects without them. However, although volunteers give their time freely, it’s still important for charities to set clear expectations through a thoughtfully prepared volunteer agreement.
Too often, charities see volunteer agreements as an administrative extra — but in reality, they are an important tool for managing risk, protecting the charity, and supporting a positive and professional experience for volunteers.
Why Volunteer Agreements Matter
A volunteer agreement helps to define the boundaries of the relationship between the charity and the volunteer. It sets out what is expected from the volunteer and what they can expect from the charity in return. More importantly, it gives the charity a framework to rely on if things don’t go as planned. From safeguarding concerns to reputational issues, a properly structured volunteer agreement can help reduce the risk of liability, clarify responsibilities, and ensure consistency across your volunteer programme
Common Risks Without an Agreement
Here are some examples of where problems can arise when a charity does not have adequate volunteer agreements in place:
1. Safeguarding and Misconduct
A volunteer is working with vulnerable beneficiaries but has not completed safeguarding training or undergone background checks. If concerns arise, the charity may struggle to show it took reasonable steps to prevent harm.
➡ A volunteer agreement can require volunteers to comply with safeguarding policies and complete relevant training, helping to demonstrate the charity’s proactive approach.
2. Health & Safety Incidents
A volunteer is injured while carrying out a task they weren’t properly trained or equipped for. There is no record of risk assessments or role-specific guidance being provided.
➡ An agreement can set out the charity’s approach to health and safety and reference any induction, training, or supervision that volunteers should receive.
3. Unauthorised Media Statements
A volunteer posts on social media or speaks to the press, giving the impression they are representing the charity’s official view.
➡ A volunteer agreement can stipulate that volunteers are not authorised to speak on behalf of the charity, helping to minimise the risk of unauthorised media statements.
4. Disputes Over Expenses
A volunteer incurs costs and expects reimbursement, but the charity has no policy in place. The result can be confusion or disappointment.
➡ Agreements can clarify what expenses will or won’t be reimbursed, helping to prevent misunderstandings or disputes.
What Should a Volunteer Agreement Include?
A good volunteer agreement should still be clear, consistent, and reflect your charity’s policies and practices. It should typically include:
- A description of the volunteer’s role and responsibilities
- The expected time commitment and any agreed hours or availability
- Details of supervision, support, or training provided
- Reference to key charity policies which the volunteer needs to abide by (e.g. safeguarding, confidentiality, data protection)
- A clause covering insurance, including what cover (if any) is in place for volunteers
- Information on speaking to the media and use of social media while representing the charity
- A clear expenses policy
- Health and safety information, including duties of care and risk management
- A process for resolving issues or ending the volunteering arrangement
Final Thoughts
Volunteer agreements are essential tools for managing risk, while also fostering a positive and supportive environment for your volunteers. By setting expectations clearly from the outset, charities can build stronger, safer, and more sustainable relationships with the people who give their time and energy so generously.
For trustees and senior staff, reviewing your current volunteer agreement (or implementing one if it doesn’t exist) is a small but crucial step in safeguarding your charity’s operations and reputation.
If your charity needs assistance with drafting or updating its volunteer agreement, or would like a review of your volunteer management policies, please contact our charity experts Peter Spencer at Peter.Spencer@wellerslawgroup.com and Kate Pipe at Kate.Pipe@wellerslawgroup.com.