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Church Member Software

Free Volunteer Agreement Template for Churches

A short agreement that tells a new volunteer what to expect from your church, and what you hope for in return. It’s worded the way NCVO recommends, so it isn’t mistaken for a job contract.

  • Free
  • No sign-up
  • Word and PDF
  • Updated 19 October 2026

1. Add your church’s details

Optional. What you type goes straight into the document. It stays on your computer and isn’t sent to us.

For example, “welcome team” or “children’s group helper”.

A name and role, such as “Sam Clarke, Volunteer Coordinator”.

2. Download or print

Download Word file

The Word file opens in Microsoft Word, Google Docs, Apple Pages and LibreOffice. Or download the blank PDF.

Preview

Volunteer Agreement

[Church name]

Thank you for volunteering with us. This agreement sets out what you can expect from us, and what we hope for from you.

Volunteer:  

Role:  

This agreement is in good faith only. It isn’t a legal contract, and neither of us intends it to create an employment relationship. You’re free to stop volunteering at any time.

What we’ll do

  • explain your role, and introduce you to the people you’ll work with
  • give you the training your role needs[, including safeguarding training]
  • make sure you always have someone to turn to. Your main contact is [name and role]
  • pay back out-of-pocket expenses you’ve agreed with us beforehand, when you give us receipts
  • cover you with our insurance while you volunteer for us
  • follow our health and safety policy, and keep you safe
  • treat you fairly, and with respect
  • look after your personal information, as our privacy notice explains
  • listen if something isn’t working, and try to put it right

Note for your church: Check with your insurer that your policy covers volunteers, and delete anything here that you don’t do. This note isn’t printed, and you can delete it from the Word file.

What we hope you’ll do

  • follow our policies, especially on safeguarding, health and safety and confidentiality
  • keep private what you learn about people in church life
  • let your contact know if you can’t make it, or if you’d like to change role or stop
  • come to the training your role needs
  • [complete a DBS check before you start, as your role needs one]
  • tell us straight away if you’re worried about anyone’s safety

If something isn’t right

If you’re unhappy about anything to do with your volunteering, please talk to your contact. If that doesn’t help, speak to [our minister]. If we have a concern, we’ll talk it through with you.

Signed

Volunteer
Date
For the church
Date

Why have a volunteer agreement?

Churches run on volunteers, and most never get anything in writing. A one-page agreement makes sure every new volunteer knows what the role involves, who to turn to and what your church will do for them.

It also gives you a natural moment to talk about safeguarding, confidentiality and expenses before someone starts.

Keep it from becoming a contract

If a volunteer is treated like an employee, they could gain employment rights. NCVO, the national body for volunteering, says the wording of an agreement matters, and GOV.UK says a volunteer agreement doesn’t form a contract.

  • Talk about hopes and expectations, not obligations. “We hope you’ll” rather than “you must”.
  • Don’t set fixed hours, or a minimum time someone has to stay.
  • Pay back actual expenses with receipts. Flat payments, gifts or perks can look like pay.
  • Say plainly that the agreement isn’t a legal contract. The template does.

How to use it

  1. Add your church’s details above. You can add the volunteer’s name and role now, or write them in later.
  2. Delete anything you don’t offer, and anything that doesn’t apply to the role.
  3. Sit down with the volunteer and go through it together.
  4. Both sign it. Give them a copy and keep one with their volunteer records.

Roles with children or adults at risk

For these roles, follow your denomination’s safer recruitment process. That usually means an application form, references, a DBS check and safeguarding training before someone starts. Our volunteer application form is a good first step.

Keep DBS details separate, and don’t keep copies of certificates.

Questions churches ask

Is a volunteer agreement legally binding?
No. GOV.UK says a volunteer agreement doesn’t form a contract, and the template says so too. Avoid wording that sounds like a job, such as fixed hours or a minimum period.
Can we pay our volunteers?
You can pay back their actual expenses, such as travel, with receipts. Regular payments, gifts or perks could make them look like workers with employment rights.
Do volunteers have to sign it?
No, it’s optional. Signing simply shows you’ve both read it. It doesn’t turn it into a contract, as long as the wording stays as hopes and expectations.
Does every volunteer need an agreement?
There’s no law requiring one. It’s good practice for regular roles, and especially for roles with children or adults at risk.

Read next

Sources

This template follows official guidance. It isn’t legal or tax advice, so check anything you’re unsure about with HMRC, the ICO or an adviser.

Keep track of every volunteer

Church Member Software puts your volunteers on rotas and emails their reminders. It keeps DBS details where only your safeguarding leads can see them, and tells you before checks are due for renewal.

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