Volunteer Policy Template for UK Charities

Most UK charities depend on volunteers, yet many small charities have no written volunteer policy at all. A volunteer policy is not a legal requirement, but it is one of the most useful documents a charity can have. It sets expectations on both sides, reduces the risk of misunderstandings, and helps the charity manage two genuine legal risks: accidentally creating an employment relationship, and safeguarding. This guide explains what a good volunteer policy covers and gives you a template to adapt.

Is a volunteer policy a legal requirement?

No. There is no statute that requires a charity to have a written volunteer policy. But a policy is strongly recommended because it helps you manage real obligations that do have legal weight — particularly around employment status and safeguarding. Many funders also expect to see one, and it is a marker of a well-run charity.

Volunteers are not employees — and the line matters

The single most important reason to get your volunteer arrangements right is to avoid unintentionally turning a volunteer into a worker or employee, which brings rights such as the minimum wage.

GOV.UK is clear on the principle:

"You are not paid for your time as a volunteer, but you may get money to cover expenses."

And on the risk:

"You might be classed as an employee or worker rather than a volunteer if you get any other payment, reward or benefit in kind."

This is why expenses must be genuine reimbursement of actual costs — GOV.UK describes reasonable expenses as "usually limited to food, drink, travel or any equipment you need to buy." Round-sum allowances, payments for time, or perks beyond actual costs can all blur the line. A volunteer policy should make clear that the charity reimburses actual, evidenced expenses only.

Safeguarding and DBS checks

If your volunteers work with children or adults at risk, safeguarding is central — and it is a trustee responsibility. The Charity Commission states:

"Protecting people and safeguarding responsibilities should be a governance priority for all charities."

And on policies:

"We expect all trustees to make sure their charity has appropriate policies and procedures in place, which are followed by all trustees, volunteers and beneficiaries."

On checks, the Commission's guidance is to "always get a standard, enhanced or enhanced with barred list check from the DBS when a role is eligible for one." Not every volunteer role is eligible for a DBS check — eligibility depends on the activity. Your volunteer policy should cross-reference your safeguarding policy and explain which roles require a check. For more detail, see our safeguarding policy template and guide.

What to include in a volunteer policy

A practical volunteer policy for a small charity should cover:

1. The charity's commitment to volunteers — a short statement of how the charity values and supports volunteers.

2. Recruitment and selection — how people become volunteers, including any references or checks.

3. Roles and expectations — what volunteers can expect from the charity (induction, support, a named contact) and what the charity expects from them (reliability, confidentiality, following policies).

4. Expenses — that the charity reimburses reasonable, actual, evidenced expenses only, and how to claim. This is the clause that protects the volunteer relationship.

5. Safeguarding — a cross-reference to the safeguarding policy and which roles require DBS checks.

6. Health and safety — that volunteers are covered by the charity's duty of care and should report concerns.

7. Problem-solving — how concerns or complaints involving volunteers are handled.

8. Data protection — how the charity handles volunteers' personal data, in line with UK GDPR.

Template

Here is a template you can adapt:

Volunteer Policy — [Charity Name]

Approved by trustees: [Date] Review date: [Date — typically 12 to 24 months later]

1. Our commitment. [Charity Name] values the contribution of volunteers and is committed to involving them in ways that are rewarding, safe, and clearly defined. Volunteers are not employees and do not have a contract of employment with the charity.

2. Becoming a volunteer. Volunteers are recruited fairly and openly. Depending on the role, we may ask for references and carry out checks (including DBS checks where the role is eligible).

3. What you can expect from us. A clear description of your role, an induction, a named contact for support, and reimbursement of agreed expenses.

4. What we ask of you. To be reliable, to respect confidentiality, to follow the charity's policies (including safeguarding and data protection), and to raise any concerns promptly.

5. Expenses. We reimburse reasonable, actual expenses (such as travel and materials) on production of receipts. We do not pay volunteers for their time, and we do not provide allowances beyond actual costs.

6. Safeguarding. All volunteers must follow our safeguarding policy. Roles eligible for a DBS check will require one before the volunteer starts that role.

7. Concerns and complaints. Concerns involving or raised by volunteers are handled under [our complaints procedure / a named contact].

8. Data protection. We hold volunteers' personal data in line with our privacy notice and UK GDPR.

9. Review. This policy is reviewed by the trustees at least every two years.

Common mistakes

Paying volunteers anything beyond actual expenses. This is the most common way charities accidentally create worker or employee status. Keep expenses tied to evidenced costs.

No safeguarding link. A volunteer policy that does not connect to the safeguarding policy leaves the riskiest area unaddressed.

Writing it once and forgetting it. Volunteer roles change. Review the policy and the role descriptions periodically.

For a full picture of the policies your charity should hold, see our guide on what policies are required by law for UK charities and our charity compliance checklist.

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This guide applies to charities registered in England and Wales. This is general guidance, not legal advice.

Sources

• Volunteering: pay and expenses — GOV.UK
• Safeguarding duties for charity trustees — GOV.UK
• Involving volunteers — NCVO