Volunteer Agreement Template: How To Create a Volunteer Agreement

While volunteering isn't a paid job, it's still an official relationship between an individual and an organization.

That's where volunteer agreements come in. Designing a high-quality agreement can help you avoid misunderstandings, legalize your relationship, and make sure that volunteers know what you expect from them.

To create a viable contract, you can take advantage of a variety of volunteer agreement templates. Let's take a closer look at what goes into the template volunteer agreement and the things you may need to add.

What is a Volunteer Agreement?

A volunteer agreement is a contract between a volunteer and an organization. It includes all the terms and conditions of the volunteering process within the organization.

Is a Volunteer Agreement Legally Binding?

When drafted correctly, a volunteer agreement is a legally binding contract between an organization and an individual who plans to volunteer for this organization.

Do You Need a Volunteer Agreement?

Creating and signing a volunteer agreement comes with certain advantages and disadvantages. Depending on your organization's needs, you may decide that agreement isn't the right way to go. Here are a few pros and cons to help you make a decision:

Pros:

• You create a legal volunteer document that can be used in case any disputes arise.
• You clearly define the relationship between the volunteer and the organization.
• You make sure that the volunteer understands all the expectations.
• You encourage a transparent relationship between your organization and a volunteer.

Cons:

• The volunteer agreement isn't an employment contract so its use is limited.
• If you leave something out of the agreement, you may have a hard time implementing new volunteer responsibilities.

Keep in mind that the volunteer agreement is legally binding only if volunteers receive something in return for their services. If they do, you need to list these benefits in the contract.

While volunteers don't receive money for their work, they can get experience and training. These elements are sufficient to turn a simple list of responsibilities into a legally binding document. 

Essential Elements of Volunteer Agreements

While it's fairly easy to find a free volunteer agreement template online, these samples usually contain basic information. Each organization needs to take a closer look at its needs and requirements to turn a volunteer agreement form template into an effective contract. But in general, there are several things to include in a volunteer agreement:

• Basic information: Name, contact information, emergency contact information, and any relevant personal details of the volunteer.
  
  
• Volunteer Role Description: A detailed description of the volunteer's responsibilities, tasks, and any specific projects they will be involved in. Outline expected hours, duration of service, and any scheduling requirements, including flexibility if applicable.
  
  
• Code of Volunteer Ethics: Include expectations for behavior, including professionalism, respect, and adherence to organizational policies and procedures.
  
  
• Liability Waiver: A statement releasing the organization from liability for any injuries or damages incurred during the volunteer’s service, subject to applicable laws.
  
  
• Background Check Requirement: If applicable, mention that the volunteer must undergo a background check before starting their role and outline the consent process.
  
  
• Confidentiality Clause: If volunteers can gain access to your organization's confidential information, you need to protect yourself by adding a confidentiality clause to the contract. For nonprofits, confidential information may mean customer details, employee data, donor information, and even trade secrets. Depending on the industry you work in, you may need to comply with information security guidelines (for example, HIPAA). All of that requires volunteers to sign a confidentiality agreement.
  
  
• Intellectual Property: When volunteers take on responsibilities within the organization, they often generate knowledge. This knowledge can include training methods, a special approach to existing clients, customer pain point information, and more. All of this data is the intellectual property of your company. When volunteers leave, they can't take such information with them, or worse, share it with the competition.
  
  
• Non-Employee Status: To avoid issues with employment legislation and the IRS, you need to mention that volunteers aren't employees. Be clear that the company isn't responsible for paying taxes, providing benefits, or paying unemployment or workers' compensation.
  
  
• Termination of Agreement: Conditions under which the agreement can be terminated by either party, including notice requirements and grounds for termination.
  
  
• Recognition and Benefits: Outline any recognition the volunteer will receive, such as awards, references, or potential benefits, such as training opportunities.
  
  
• Amendments: A statement that the agreement may be amended or updated with the mutual consent of both parties.
  
  
• Signature Section: A section for the volunteer and an authorized representative of the organization to sign and date the agreement, indicating their acceptance of the terms.

Whether you use a local church volunteer agreement template or take advantage of an online volunteer confidentiality agreement template, remember that transparency is key. Making the contract accessible and easy to understand can help you avoid volunteer issues in the future.

What is an Example of a Volunteer Agreement?

Volunteer agreement templates can be useful for giving you an idea of how to proceed with a volunteer contact. When using a generic template like the one below, be sure to fill in all of the details bout your organization and expectations.

How to Write a Volunteer Agreement

Volunteer Information

Name: [Volunteer Name] 

Contact Information: [Volunteer Address, Phone, Email]

Emergency Contact: [Name, Relationship, Phone]

Volunteer Role

Role Description: [Detailed description of volunteer responsibilities, tasks, and projects] Expected Hours: [Hours per week/month, scheduling requirements/flexibility] Duration of Service: [Start and end dates or open-ended]

Volunteer Code of Ethics

• Maintain professionalism, respect, and adherence to organizational policies and procedures
• Represent the organization positively and refrain from behavior that could negatively impact the nonprofit's reputation
• Protect the confidentiality of the organization's information and data

Liability Waiver

I understand that as a volunteer, I am not an employee of the organization. I agree to release the organization from liability for any injuries or damages I may incur during the course of my volunteer service, subject to applicable laws.

Background Check

I understand that I must undergo a background check before beginning my volunteer role. I consent to this process and will provide the necessary information.

Confidentiality

I agree to maintain the confidentiality of any sensitive or proprietary information I may encounter during my volunteer service, including but not limited to customer details, employee data, donor information, and trade secrets. I will not share this information with any third parties.

Intellectual Property

I understand that any work, ideas, or materials I develop as part of my volunteer duties are the intellectual property of the organization. I agree not to take or use this information outside of my volunteer role.

Non-Employee Status

I acknowledge that I am a volunteer and not an employee of the organization. The organization is not responsible for paying taxes, providing benefits, or covering unemployment or workers' compensation for my volunteer service.

Termination

This agreement may be terminated by either party at any time, with or without cause, upon [X] days' written notice. The organization reserves the right to terminate the agreement immediately for cause, including but not limited to a breach of this agreement or organizational policies.

Recognition and Benefits

In recognition of my volunteer service, I may be eligible for the following benefits:

• [List any awards, references, training opportunities, or other benefits]

Amendments

This agreement may be amended or updated with the mutual consent of both parties.

Signatures

Volunteer Signature: _____________________________ Date: _____________

Organization Representative Signature: _________________ Date: _____________

Keep All of Your Volunteer Documentation in One Place

Volunteer agreements are just one piece of the volunteer management puzzle.

Pro tip: From liability waivers to background checks, the right volunteer management software can help centralize and streamline all of your documentation.

Learn more about Get Connected's Volunteer Liability Waiver Tracking

With Get Connected, nonprofits can handle the entire recruitment and onboarding process — including sending and storing volunteer documents in individual volunteer profiles — in one, all-in-one platform. 

Interested in finding out if Get Connected is right for you? Request a free demo →