Drafting volunteer contracts: what should be included and why it's useful?
What is a volunteer contract?
A volunteer contract is a written agreement between an organisation and a volunteer. It is not an employment contract. There is no question of a supervisory relationship, pay or mandatory attendance. Nevertheless, the document has value: it describes what the volunteer does, what support they receive and how you handle insurance, expenses and confidentiality.
Why have a contract, if it's not mandatory?
Three practical reasons:
- Clarity: The volunteer knows what is expected of them and what support they will receive. That prevents miscommunication.
- Trust: A written agreement gives volunteers the sense that they are taken seriously. That increases engagement.
- Protection: In the event of a dispute, about an expense allowance or a policy conflict, you have a document to fall back on.
What does a volunteer contract include?
There is no statutory format. A good contract typically includes:
- Name and details of organisation and volunteer
- Description of tasks: what does the volunteer do, when and how often?
- Start date and any duration or notice period
- Expense allowance: which costs are reimbursed, how is that claimed? See also the rules on volunteer expense reimbursement.
- Insurance: Is the volunteer covered for liability and accidents during volunteering?
- Confidentiality: what information is internal and must not be shared?
- Arrangements for support: who is the point of contact? Is there an induction programme?
- Termination: how do both parties end the collaboration?
Certificate of Conduct (VOG)
When working with children, the elderly or people in vulnerable situations it is wise (and sometimes mandatory) to request a VOG. Include this in the contract as a condition for commencing the work.
Signing and keeping
Sign the contract in duplicate, one copy for the volunteer, one for the organisation's administration. Keep it digitally and link it to the volunteer's file in your administration. That way, in the event of a board change, it is immediately clear what the agreements are. Also read how you organise a proper handover.
Annual evaluation
Plan an annual short conversation with each volunteer, not as a performance review, but as a moment to walk through the contract: are the tasks still accurate? Has anything changed? That conversation is also an opportunity to show appreciation.