Volunteer Agreement

Volunteer Agreement: Welcome Volunteers With Clear Expectations

A volunteer agreement is a short, friendly document that a charity, non-profit or community group gives to its volunteers. It explains the role, the time the volunteer is expected to give, the training and support the organisation provides, which expenses are reimbursed and which policies the volunteer should follow. Just as importantly, it makes clear that volunteering is voluntary and is not employment. Robot Lawyer drafts the agreement from your answers, for the law of the country or state you choose. On the Verified plan, a legal professional checks it before you use it.

CONTENTS

What Is a Volunteer Agreement?

Volunteers give their time freely, and most organisations want to keep it that way. A volunteer agreement (sometimes called a volunteer role description or volunteer statement) records the arrangement in a welcoming way: what the organisation will do for the volunteer, and what it asks in return.

The wording matters. If a volunteer is paid more than their actual expenses, given rewards that look like payment, or required to work set hours, they could be treated as a worker or employee, with rights to the minimum wage and more. A well-drafted volunteer agreement uses the language of hopes and expectations rather than contractual obligations, so the voluntary nature of the arrangement is clear.

When Do You Need One?

• Charities and non-profits
  Shop, warehouse, events, fundraising, befriending and helpline volunteers.
• Community groups
  Clubs, food banks, sports groups, gardens and local projects.
• Animal shelters and environmental groups
  Dog walking, animal care, conservation and practical work.
• Student and skills volunteering
  Students and professionals giving their time to gain experience.
• Roles with safeguarding duties
  Where volunteers work with children or vulnerable adults and need to follow safeguarding policies.

What's Included in Your Agreement?

• The role
  The volunteer's role and main tasks.
• Time commitment
  A guide to how much time the volunteer gives, which they can change.
• Start and end dates
  When the volunteering starts and, for a fixed period, when it ends.
• Training and support
  Induction, training, supervision and a named contact.
• Expenses
  Which out-of-pocket expenses are reimbursed and how to claim them.
• Policies
  The organisation's policies the volunteer should follow, such as health and safety or safeguarding.
• Insurance
  The insurance that covers volunteers.
• Confidentiality and data protection
  What the volunteer should keep confidential, and how their own personal data is used.
• Ending the arrangement
  The notice the volunteer and the organisation would like to give.
• Voluntary status
  A clear statement that the arrangement is not employment.

Expenses Without Creating Employment

Reimbursing genuine out-of-pocket expenses, such as travel, parking or meals during a long shift, is good practice and doesn't usually affect a volunteer's status. Problems tend to arise when volunteers receive regular flat-rate payments, an honorarium or perks that look like a reward for their time. Your agreement sets out exactly which expenses are reimbursed, at what rate, and the evidence needed, and confirms that no wages or flat-rate payments are made.

How It Works on Robot Lawyer

1. Answer the questions
   Tell us about the organisation, the volunteer, the role, the time commitment, expenses, policies and insurance.
2. Generate your agreement
   We draft a warm, plain-English volunteer agreement under the law you choose.
3. Get it verified
   On the Verified plan, a qualified legal professional checks your agreement within 24 hours and makes amendments where needed. See how our documents are verified.
4. Share and sign it
   Go through it with the volunteer at their induction, and both sign it.

How It Works in Different Countries

• UK
  Volunteers don't have employment rights, but someone treated as a worker may be entitled to the minimum wage. Volunteer agreements are often stated to be binding in honour only, and roles with children or vulnerable adults may need a DBS check (PVG in Scotland, AccessNI in Northern Ireland).
• United States
  Volunteering for a non-profit is generally allowed under federal wage law, but private businesses can't normally use unpaid volunteers. Some states have their own rules, and background checks are common for youth roles.
• Ireland
  Volunteers working with children or vulnerable adults usually need Garda vetting, and GDPR applies to volunteers' personal data.
• Canada and Australia
  Volunteer rights vary by province and state. Workplace health and safety laws often protect volunteers, and screening checks are common for roles involving children.

These notes are general. Check the current rules for your type of organisation and role.

Volunteer Agreement FAQs

Is a volunteer agreement legally binding?

It is never an employment contract. In the UK, volunteer agreements are usually stated to be binding in honour only, so they record expectations rather than contractual obligations. In other countries, your agreement makes the voluntary, non-employment status clear without saying the whole document is unenforceable.

Can we pay volunteers?

You can reimburse genuine out-of-pocket expenses. Paying more than actual expenses, or making regular flat-rate payments, risks the volunteer being treated as a worker or employee.

Do volunteers need background checks?

It depends on the role and the country. Roles involving children or vulnerable adults usually need checks, and your agreement can refer to them.

Can a volunteer stop at any time?

Yes. Volunteering is voluntary, so a volunteer can stop whenever they wish. The agreement may ask for some notice so the organisation can plan, but this is a request rather than a requirement.

Does our insurance cover volunteers?

Check with your insurer. Many organisations have public liability and employer's liability or volunteer accident cover that includes volunteers, and the agreement records the cover you have.

Can I use this agreement outside the UK?

Yes. Your agreement is drafted under the law of the country or state you choose. Our lawyers are qualified in England and Wales and check documents for good practice, clear formatting and the law of England and Wales. They are not qualified in other countries' law, so if your agreement is governed by another country's law, we recommend having a local lawyer check it too.

Create a Volunteer Agreement

Give every volunteer a clear and welcoming start. You can start with a 7-day free trial. See our pricing for the plans. Related documents: Non-Disclosure Agreement, One Way Confidentiality Agreement, Freelance Services Agreement and Service Agreement.