Creating a Successful Volunteer Agreement

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Creating an effective volunteer agreement is integral to any successful volunteer program. Such an agreement is a legally binding document that outlines the expectations of both the organization and the volunteer, while also establishing rights and duties on each side. It’s important to have a well-crafted, tailored contract in place: one that clearly states the scope of a volunteer’s work - including hours, duration, compensation and benefits - as well as provisions on confidentiality and liability. To be valid, the agreement must be signed by both parties; it must also comply with federal and state laws.

For advice from qualified professionals on drafting a fitting agreement for your individual needs, using Genie AI’s open source legal template library can provide invaluable assistance. This database offers millions of datapoints about market-standard volunteer agreements for you to use when creating your own unique document. With this resource at hand, anyone can draft their own high-quality legal documents without paying for costly lawyer services – so you don’t need an account with Genie AI in order to access our extensive library. Our team are dedicated to helping you create the perfect agreement for your organization or business today! Read on below for our step-by-step guidance and instructions on how to access our free template library today – no matter what kind of requirements you may have!

Definitions (feel free to skip)

Establish - To make something official or accepted.
Expectations - A set of requirements or standards that someone is required to meet.
Availability - The state of being accessible and ready to be used.
Boundaries - A line that marks the limits of an area.
Supervisor - A person who is responsible for overseeing the work of others.
Training - The process of teaching someone the skills they need to do a job.
Verbal Agreements - Promises or understandings that are expressed out loud.
Compensation - Money or other benefits given in exchange for work or services.
Liability - The amount of legal responsibility for something.
Confidentiality - Keeping information private or secret.
Termination - The ending of a job or agreement.
Review Process - A system of regularly examining an activity or organization to ensure it is being done correctly.
Communication Protocols - A set of rules and standards for how people should communicate.
Reporting Requirements - The obligation to provide information to someone regularly.
Resources - Materials, equipment, or people used to achieve a goal.

Contents

• Establish Clear Expectations
• Explain what the volunteer’s role and responsibilities are, the duration of their commitment, and the outcome expected from their work.
• Establish Time Commitment and Availability
• Outline the hours and days of the week that the volunteer will be expected to serve.
• Set Boundaries
• Specify the limits of the volunteer’s role and any areas they are not allowed to enter or perform tasks in.
• Assign a Supervisor
• Ensure that the volunteer has someone to report to and who can answer questions as needed.
• Outline Training Process
• Describe the process for training the volunteer on the tasks they need to perform.
• Confirm Verbal Agreements
• Make sure to confirm any verbal agreements in writing and have the volunteer sign off on it.
• Outline Compensation
• Specify whether the volunteer will receive monetary compensation or any other benefits.
• Explain Liability
• Outline the responsibilities of the organization and the volunteer in terms of liability.
• Explain Confidentiality
• Clarify what information, if any, the volunteer is not allowed to share with outside parties.
• Outline Termination
• Explain the conditions under which the agreement can be terminated and the procedure that must be followed.
• Outline Review Process
• Specify how often the volunteer’s performance will be reviewed and who will be responsible for conducting the review.
• Establish Communication Protocols
• Outline how and when the volunteer and supervisor should communicate.
• Establish Reporting Requirements
• Specify what information and how often the volunteer should report to the supervisor.
• Provide Resources
• List any resources the volunteer will need to complete their tasks, such as training materials, equipment, etc.

Get started

Establish Clear Expectations

• Establish a clear and concise volunteer agreement that outlines expectations, roles and responsibilities, duration of commitment, and expected outcomes.
• Discuss the agreement with all volunteers in order to ensure that everyone is on the same page.
• Ask volunteers to sign the agreement and provide them with a copy.
• Check off this step when all volunteers have signed the agreement and everyone is in agreement on the expectations.

Explain what the volunteer’s role and responsibilities are, the duration of their commitment, and the outcome expected from their work.

• Clearly define the volunteer position and what is expected of the volunteer
• Describe the tasks expected from the volunteer and the project goals
• Include the time commitment required such as the hours per week, number of weeks/months, or total hours
• Specify any special skills or talents required for the role
• Outline the expected outcomes from the volunteer’s work
• When complete, provide the volunteer with a copy of the agreement for them to sign
• Keep a copy of the agreement signed by both parties for your records

Establish Time Commitment and Availability

• Determine the minimum number of hours and days the volunteer is expected to commit to.
• Discuss the volunteer’s availability and if they will have any limitations (e.g. work or school commitments).
• Outline what is expected if the volunteer cannot meet their time commitment due to illness, vacation, or other commitments.
• Agree on the number of hours and days the volunteer will be expected to serve.
• Include in the agreement the times that the volunteer is expected to report for duty (e.g. start and end times).
• Set a timeline for when the volunteer agreement will commence and when it will end.

You can check this step off your list and move on to the next step once you have established the time commitment and availability of the volunteer and have included it in the agreement.

Outline the hours and days of the week that the volunteer will be expected to serve.

• Clarify the number of hours that the volunteer will be expected to serve in a week
• Provide a list of the days of the week and times that the volunteer will be expected to serve
• State any expectations for holidays or special events that the volunteer may need to be available for
• Make sure to document the agreement in writing, such as via email or an official volunteer agreement form

Once these details have been outlined and agreed upon, you can check this off your list and move on to the next step of setting boundaries.

Set Boundaries

• Make sure to clearly define the boundaries of the volunteer’s role with respect to the organization.
• Ensure that the volunteer is informed of any areas they are not allowed to enter or perform tasks in.
• Outline any areas within the organization that are “off-limits” to the volunteer.
• Make sure the volunteer is aware of any confidentiality agreements they may need to sign.
• Clarify any policies and procedures that the volunteer must follow.

When you can check this off your list: Once all boundaries have been outlined and agreed upon, you can check this step off your list and move on to the next step.

Specify the limits of the volunteer’s role and any areas they are not allowed to enter or perform tasks in.

• Write out a list of the areas the volunteer is not allowed to enter or perform tasks in.
• Clearly state which tasks the volunteer is not allowed to do.
• Make sure that the list of prohibited areas and tasks is specific, detailed, and up-to-date.
• Include a statement that the volunteer is expected to follow all rules and restrictions.
• Include a signature line for the volunteer to indicate agreement to the limits of their role.

You can check this step off your list once you have written out a clear list of areas and tasks the volunteer should not enter or perform, and the volunteer has signed the agreement.

Assign a Supervisor

• Identify a staff member to serve as a supervisor to the volunteer.
• Ensure that the supervisor is knowledgeable about the volunteer’s role and responsibilities.
• Make sure the supervisor has the time to manage the volunteer’s progress.
• Make sure the supervisor is available to the volunteer for questions and guidance.
• Provide the supervisor with the resources they need to effectively manage the volunteer.

Once you have identified a supervisor and provided them with the necessary resources, you can move on to the next step of the guide.

Ensure that the volunteer has someone to report to and who can answer questions as needed.

• Identify a supervisor who will be responsible for overseeing the volunteer and provide them with contact information.
• Agree on an initial meeting so the volunteer can meet their supervisor and understand their roles and responsibilities.
• Make sure the supervisor is available to answer any questions the volunteer may have.
• Ensure the supervisor provides the volunteer with regular feedback throughout the duration of their service.

Once the supervisor has been identified and the initial meeting has taken place, you can check this step off your list and move on to the next step.

Outline Training Process

• Identify the tasks the volunteer will be expected to perform
• Break down tasks into step-by-step instructions
• Make a list of resources the volunteer will need to complete tasks
• Create a timeline for training the volunteer
• Establish a system for tracking progress and providing feedback
• Determine how long it will take to complete the training
• Set a timeline for the volunteer to obtain the skills and knowledge they need to complete tasks
• Develop a plan to ensure that the volunteer can access the resources they need to complete their training
• Decide on ways to measure success of the training
• When the volunteer has completed the training, have them sign a document verifying that they have been trained and are capable of performing the tasks assigned to them.

Describe the process for training the volunteer on the tasks they need to perform.

• Schedule a meeting with the volunteer to discuss their role and the tasks they will be performing.
• Explain the tasks in detail and provide any necessary training materials.
• Allow the volunteer to ask questions to ensure they understand the tasks and their responsibilities.
• Have the volunteer sign a written agreement outlining the tasks, their responsibilities, and how their performance will be evaluated.
• Make sure to keep a copy of the agreement for your records.

How you’ll know when you can check this off your list and move on to the next step:

• You will know that this step is complete when the volunteer has signed the agreement outlining the tasks, their responsibilities, and the evaluation process.

Confirm Verbal Agreements

• Draft a volunteer agreement that outlines the expectations and responsibilities of the volunteer.
• Make sure to include details such as the duration of the volunteer agreement, the tasks the volunteer will be expected to perform, any training the volunteer will need to receive, and the compensation or other benefits the volunteer will receive for his/her services.
• Have both parties sign the agreement to make it legally binding.
• Provide a copy of the signed agreement to the volunteer for their records.
• How you’ll know when you can check this off your list and move on to the next step: Once the agreement has been signed by both parties, you can check this off your list and move on to the next step.

Make sure to confirm any verbal agreements in writing and have the volunteer sign off on it.

• Draft a volunteer agreement document that outlines the terms of the agreement between the volunteer and the organization.
• Include the details of the tasks the volunteer will be carrying out, the timeline of the agreement, and the expectations of the organization and the volunteer.
• Make sure to have the volunteer read and sign the agreement to confirm that they understand and agree to the terms.
• Make sure to keep a copy of the agreement for your records and provide a copy to the volunteer.

How you’ll know when you can check this off your list and move on to the next step:

• Once the volunteer has signed and returned the agreement to you, you can be confident that the verbal agreement has been officially confirmed.

Outline Compensation

• Discuss the type of compensation for the volunteer’s service that is in line with the organization’s budget
• Decide if you will be offering monetary compensation or any other type of benefit, such as free meals or free entry to events
• Clearly outline the compensation in the written agreement
• Check with legal counsel to make sure that the agreement is in line with local or federal laws
• Have the volunteer sign off on the agreement

When you can check this off your list: Once the volunteer has signed off on the agreement and you have checked with legal counsel, you can be confident that the compensation is outlined in accordance with the organization’s budget and local laws.

Specify whether the volunteer will receive monetary compensation or any other benefits.

• Determine if any monetary compensation will be provided to the volunteer
• Specify whether any form of compensation or benefit, such as discounts, free products, or transportation costs, will be provided
• Explain the details of any compensation or benefit, including payment schedule and expected hours of work
• Outline the tax implications associated with any compensation or benefit
• Describe any additional compensation or benefits that may become available during the volunteer agreement
• Once you have established the details of the compensation and benefits, you can move on to the next step of explaining liability.

Explain Liability

• Explain the legal liability of the volunteer and the organization.
• Make sure to include a statement about the volunteer releasing the organization from any liability for any damages or injuries that may occur as a result of their volunteer activities.
• Explain the legal obligations of the volunteer and organization, such as adhering to a code of conduct and following applicable local laws.
• Be sure to include a statement that the volunteer understands that they are not employees of the organization and are not entitled to any benefits or compensation, other than those specified in the agreement.

Once you have explained the legal liability of both the volunteer and the organization, you can check this step off your list and move on to the next step.

Outline the responsibilities of the organization and the volunteer in terms of liability.

• Explain to the volunteer that the organization is not liable for any issues, accidents, or injuries that may occur while they are volunteering.
• Outline that the volunteer is expected to take reasonable action to protect themselves and the organization in the event of any issues, accidents, or injuries.
• Ensure that the volunteer is aware of the organization’s policies and procedures in the event of an issue, accident, or injury.
• Explain to the volunteer that they are expected to comply with all applicable laws and regulations.
• Make sure the volunteer is aware of any applicable insurance policies.
• Make the volunteer aware that they are responsible for any liabilities that may arise from their actions.

Once you have outlined the responsibilities of the organization and the volunteer in terms of liability, you can move on to the next step: Explaining Confidentiality.

Explain Confidentiality

• Inform the volunteer that the organization will keep all confidential information secure and will not disclose it to any third parties without the volunteer’s consent.
• Explain that the volunteer is also expected to protect any confidential information which they may obtain during their volunteer work.
• Explain the consequences of any breach of confidentiality, such as suspension or dismissal.
• Ask the volunteer to sign a confidentiality agreement.

When this step is complete, you will have included a section in the volunteer agreement outlining the confidentiality expected of both the organization and the volunteer.

Clarify what information, if any, the volunteer is not allowed to share with outside parties.

• Determine what information should remain confidential and not shared with outside parties
• Create a confidentiality agreement outlining the expectations of disclosure
• Explain the consequences of a breach of confidentiality
• Obtain a signed confidentiality agreement from the volunteer
• Let the volunteer know that all confidential information must remain confidential and cannot be shared with anyone outside of the organization
• Once the volunteer has signed the confidentiality agreement, you can check this off your list and move on to outlining termination.

Outline Termination

• Identify the conditions under which the agreement can be terminated, such as when the volunteer breaches the agreement or fails to meet the requirements of the role
• Outline the procedure that must be followed when terminating the agreement, such as providing a notice period and outlining the process for terminating the agreement
• List any legal requirements or restrictions that must be followed when terminating the agreement
• Explain any consequences that may arise if the agreement is terminated, such as the loss of any benefits or the return of any provided materials
• Once these points are outlined in the agreement, check this step off your list and move on to the next step, which explains how to explain the conditions under which the agreement can be terminated and the procedure that must be followed.

Explain the conditions under which the agreement can be terminated and the procedure that must be followed.

• Clearly define what conditions or circumstances will lead to termination of the agreement
• Outline the procedure that must be followed in the event of a termination, including any notification requirements
• Ensure that all terms are agreed upon by all parties and that the termination process is clear and concise
• Make sure that all parties understand that the agreement may be terminated for any reason, at any time, with or without notice
• Include a clause that outlines any potential consequences that may arise from the termination of the agreement
• Specify a timeframe for the termination process to be completed
• Once the termination process has been completed, mark the agreement as terminated and move on to the next step

Outline Review Process

• Determine how often the volunteer review process should take place, such as quarterly, bi-annually, or annually
• Develop a review form with questions to help assess the volunteer’s performance
• Identify who will be responsible for conducting the review, such as a supervisor or a board member
• Decide if the review should be done in person or over the phone
• Finalize the review process and document it in the volunteer agreement

Once you have outlined the review process and documented it in the volunteer agreement, you can check off this step and move on to the next one.

Specify how often the volunteer’s performance will be reviewed and who will be responsible for conducting the review.

• Establish a review process for the volunteer’s performance, including how often it will occur and who will be responsible for conducting the review
• Be sure to include this information in the volunteer agreement
• Once the review process and who will be responsible for conducting it is established, you can check this off your list and move on to the next step, Establish Communication Protocols

Establish Communication Protocols

• Create a list of guidelines for communication between the volunteer and supervisor, such as preferred methods (email, phone, text), when to expect responses, and how to handle disagreements
• Make sure that both the volunteer and supervisor understand and agree to the outlined communication protocols
• Discuss any potential language barriers and how they can be addressed
• Once the communication protocols are established, both parties should sign and date the agreement
• You can check this off your list when both the volunteer and supervisor have agreed to the communication protocols and signed and dated the agreement.

Outline how and when the volunteer and supervisor should communicate.

• Establish an agreed upon communication schedule - this could be bi-weekly, monthly, or based on the volunteer’s availability
• Agree on a preferred method of communication - this could be in-person, telephone, email, or text
• Set expectations for timely responses, if necessary
• Decide if and when it is appropriate for the volunteer to contact the supervisor, and how to do so

Once these items are outlined and agreed upon, you can move on to the next step of establishing reporting requirements.

Establish Reporting Requirements

• Determine the type and format of reporting requirements
• Decide how often the volunteer should provide reports
• Decide what information needs to be included in the reports
• Specify if the supervisor has the option to request additional information from the volunteer

Once the reporting requirements have been established, the volunteer and supervisor can move on to the next step in creating a successful volunteer agreement.

Specify what information and how often the volunteer should report to the supervisor.

• Decide the type of information that the volunteer should report to the supervisor and how often
• This could include weekly reports, monthly check-ins, or daily updates
• This should be outlined in the volunteer agreement to ensure that the expectations are clear
• Once this is established, you can check this off your list and move onto the next step of providing resources to the volunteer.

Provide Resources

• Identify any resources the volunteer will require to complete their assigned tasks, such as access to special software or equipment.
• Make sure resources are available before the volunteer starts their role.
• List the resources in the volunteer agreement and make sure the volunteer has access to them.
• Make sure the volunteer is aware of any associated costs, such as software licenses or training materials.
• Check off this step when you have made sure the volunteer has all the resources they need to complete their tasks.

List any resources the volunteer will need to complete their tasks, such as training materials, equipment, etc.

• Identify the resources that the volunteer will need in order to complete their tasks, such as computers, software, or other equipment.
• If possible, provide the volunteer with any necessary training materials or instructions.
• If the project requires the volunteer to use a specific program, consider providing a link to that program’s website or a tutorial.
• Verify that the volunteer has access to all the necessary resources before they begin working.
• If the volunteer is unable to access the necessary resources, provide alternative solutions.

FAQ:

Q: What are the benefits of having a successful volunteer agreement?

Asked by Matt on April 5th 2022.
A: Having a successful volunteer agreement in place is beneficial for both parties involved. It sets out the expectations and obligations of both the volunteer and the organization they are helping, and can help them avoid misunderstandings or disputes. It allows the organization to clearly explain their expectations of the volunteer, and allows the volunteer to understand exactly what is expected of them. It also gives the organization legal protection should any disputes arise. Having a successful volunteer agreement in place also ensures that both parties have a clear understanding of what roles and responsibilities each party has, and what activities are prohibited.

Q: What should be included in a successful volunteer agreement?

Asked by Amy on February 13th 2022.
A: A successful volunteer agreement should include a few key points. First, it should define the roles and responsibilities of the volunteer and the organization they are helping, including any tasks or duties the volunteer is expected to perform. The agreement should also include any restrictions placed on the volunteer by the organization, such as not taking photographs or disclosing confidential information. Finally, it should include any compensation or benefits provided to the volunteer, such as free meals or transportation costs.

Q: What type of legal protections does a successful volunteer agreement provide?

Asked by Jacob on January 17th 2022.
A: A successful volunteer agreement provides both parties with legal protection in case of any disputes or misunderstandings. It sets out each party’s rights and obligations in order to avoid possible conflicts down the line. The agreement also helps to protect both parties from potential liabilities that may arise from their activities, such as any harm caused by the actions of either party. Additionally, it provides clarification on areas such as liability insurance, confidentiality clauses, and termination procedures.

Q: How can I ensure my volunteer agreement adheres to UK law?

Asked by Emma on June 23rd 2022.
A: To ensure your volunteer agreement adheres to UK law, you should seek advice from a qualified lawyer who is familiar with UK legislation and regulations. In addition, you should review any existing regulations or guidance documents provided by relevant government departments or other organizations that may apply to your situation. It is also important to consider any potential differences between different jurisdictions within the UK, such as Scotland or England & Wales, when drafting your agreement. Finally, make sure you keep your agreement up-to-date with changes in law or regulations that may pertain to your situation.

Q: Are there any differences between US and UK laws when it comes to volunteer agreements?

Asked by Jack on October 15th 2022.
A: Yes, there are some key differences between US and UK laws when it comes to creating a successful volunteer agreement. In the UK, for example, volunteers have certain rights under employment law that may not be applicable in other jurisdictions such as the US. Additionally, there may be differences regarding matters such as confidentiality agreements and liability insurance that need to be taken into account when creating an agreement for volunteers in either country. Finally, US laws may also require additional information to be included in a successful volunteer agreement that isn’t necessary in other jurisdictions such as the UK.

Q: What are some best practices for creating a successful volunteer agreement?

Asked by Sarah on December 21st 2022.
A: When creating a successful volunteer agreement there are a few best practices that should be followed in order to ensure both parties understand their roles and responsibilities clearly. Firstly, make sure you clearly define what tasks or activities are expected from each party and what restrictions are placed upon them (such as confidentiality agreements). Secondly, consider any potential liabilities that may arise from either party’s activities and ensure these are covered in your agreement (such as through liability insurance). Thirdly, ensure all legal terms are written clearly so both parties understand them completely - including any terminations clauses or dispute resolution procedures if necessary - before signing off on your document.

Example dispute

Possible Lawsuits Involving a Volunteer Agreement

• A volunteer may raise a lawsuit against a company if the company has breached the agreement, such as by not providing services, not paying wages or benefits, or not providing a safe working environment.
• A volunteer may also raise a lawsuit if the company has failed to fulfill its obligations, such as providing adequate supervision or training, or failed to follow through on promises.
• In cases of discrimination or harassment, a lawsuit may be brought if a volunteer believes that the company has violated their rights.
• In cases of negligence, a lawsuit may be brought if the company did not take reasonable steps to ensure the safety of the volunteer.
• When damages are involved, the volunteer may be able to seek compensation for any losses or expenses resulting from the breach of the volunteer agreement. This could include medical costs, lost wages, or other damages.
• A settlement may be reached through negotiation, mediation, or arbitration. If the parties are unable to reach an agreement, a lawsuit may be filed in court.

Templates available (free to use)

Letter Requesting Volunteers For Early Retirement Redundancy
Non Profit Volunteer Release Waiver Of Liability
Volunteer Contract

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