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Church Member Software

Free Church Volunteer Application Form Template

A simple form for people offering to help, whether on the welcome team or with the youth group. It asks only what you need, and leaves room for references when a role needs them.

  • 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, “the church office” or “Sam Clarke, our 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 Application Form

[Church name]

Thank you for offering to help. Please fill in this form and give it to [the church office].

About you

Full name
Address
Postcode
Phone
Email
Emergency contact
Their phone

How you’d like to help

Which roles interest you?

When are you usually free?

Have you done anything similar before, here or elsewhere?

Is there anything that would help you volunteer, such as access needs?

References

Some roles need references. Please give two people who know you well and aren’t family.

Name
Phone or email
Name
Phone or email

We’ll use this form to arrange your volunteering, and keep your information as our privacy notice explains. [For roles with children or adults at risk, we’ll also ask you to complete a DBS check.]

Signed
Date

What the form asks

Contact details, the roles someone is interested in, when they’re free and any experience. There’s space for two references, an emergency contact and anything that would help them volunteer.

Data protection law says to collect only what you need. So the form doesn’t ask for a date of birth or medical details. Ask for those only if a particular role needs them.

Safeguarding roles need more

For roles with children or adults at risk, follow your denomination’s safer recruitment process. That usually means references, a DBS check, a conversation with your safeguarding lead and training before someone starts.

Many denominations also use a confidential declaration form, which asks about anything in a person’s past that might matter. Keep that separate from this form, where only your safeguarding lead can see it.

How to use it

  1. Add your church’s name and who should receive the forms.
  2. Print a few copies for the welcome desk, or email the Word file to people who offer to help.
  3. When a form comes back, talk to the person about the role before you add them to a rota.
  4. For roles that need it, follow up the references and start the DBS check.
  5. Agree what you each expect, using our volunteer agreement template.

Keeping the forms

Application forms contain personal details, so store them securely. Decide how long to keep them in your data retention policy. Forms for safeguarding roles may need keeping for longer, so check your denomination’s guidance.

Questions churches ask

Do all church volunteers need to fill in an application form?
No law requires it. It’s good practice for regular roles, and your denomination will expect it for roles with children or adults at risk.
Should we ask about criminal records on the form?
Not on this form. For roles that need it, use a DBS check and your denomination’s confidential declaration, kept where only your safeguarding lead can see them.
Do volunteers need references?
For roles with children or adults at risk, safer recruitment usually includes references. For other roles it’s up to you.

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.

From application to rota in a few clicks

Church Member Software keeps each volunteer’s details in one place, puts them on rotas and sends their reminders. DBS details are only visible to your safeguarding leads.

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