Volunteers
A Volunteer Agreement Template You Can Use
A ready-to-use volunteer agreement template for Australian community groups — covers role, expectations, confidentiality, and exit process.
A volunteer agreement sets out what you expect from each other before any misunderstandings have a chance to form. Here's a template you can adapt for your group.
> General information only. This template is provided as a starting point. It is not legal advice and may not be suitable for every situation. If you have specific concerns — particularly around insurance, liability, or employment status — speak with a legal professional or your peak body.
Why use a volunteer agreement
A short written agreement does three things. It shows your volunteer that you've thought through the arrangement. It gives both of you something to refer back to if questions arise. And it creates a paper trail that supports your insurance and duty-of-care obligations.
It doesn't need to be formal. One or two pages, plain English, signed by both parties. That's it.
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Volunteer agreement template
Copy the section below, fill in the bracketed fields, and print two copies — one for the volunteer, one for your files.
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VOLUNTEER AGREEMENT
Organisation: [Your group's legal name] ABN (if applicable): [ABN] Address: [Address]
Volunteer name: ___________________________ Date of birth (optional): ___________________ Phone: ___________________________________ Email: ___________________________________ Emergency contact name and phone: ___________________________
Start date: _______________________________
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Role
Position title: [e.g. Garden volunteer / Events helper / Front desk support]
Reporting to: [Name or role of their main contact]
What this role involves:
[Write 3–5 plain-English dot points describing what the volunteer will actually do. Be specific. Avoid vague phrases like "general duties".]
- - -
What this role does not involve:
[List anything you want to be clear is outside scope — e.g. handling cash, driving members, making public statements on behalf of the group.]
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Time commitment
Typical hours: [e.g. Every second Saturday, 9am–12pm / Approximately 4 hours per week during term time]
Minimum notice to change or cancel a shift: [e.g. 48 hours where possible]
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Expectations
Both [Organisation name] and [Volunteer name] agree to:
- Treat each other and all members with respect
- Communicate openly if something isn't working
- Give reasonable notice before ending this arrangement
- Raise any concerns through [nominated contact or process] before escalating externally
[Organisation name] agrees to:
- Provide a safe working environment
- Give the volunteer the information, training, and support they need for this role
- Respect the volunteer's time and not ask them to work beyond what is agreed
- Keep the volunteer's personal information confidential and secure
[Volunteer name] agrees to:
- Carry out their role with reasonable care and effort
- Follow [Organisation name]'s policies, including the code of conduct
- Keep confidential any personal information about members or other volunteers they come across in this role
- Not represent [Organisation name] publicly (in media, online, or at events) without prior agreement
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Background checks and mandatory requirements
This role [does / does not] require a current:
- [ ] National Police Check (or state equivalent)
- [ ] Working With Children Check — [State] (Volunteer card number: __________________ Expiry: __________)
- [ ] Other: _______________________________
Copies of current checks have been provided to [Organisation name]: Yes / No / Not applicable
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Confidentiality
During and after this volunteer arrangement, [Volunteer name] agrees not to disclose personal information about members, other volunteers, or [Organisation name]'s internal operations to anyone outside the organisation, unless required to do so by law.
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Ending this arrangement
Either party can end this arrangement at any time. Where possible, [Volunteer name] will give [e.g. two weeks'] notice. [Organisation name] will give the same notice where possible, except in cases of serious misconduct.
There is no expectation of ongoing involvement and no entitlement to payment or compensation on either side.
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Signatures
By signing below, both parties confirm they have read and understood this agreement.
Volunteer:
Signature: ___________________________ Date: ___________
On behalf of [Organisation name]:
Name: ___________________________
Signature: ___________________________ Date: ___________
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How to adapt this template
A few things worth reviewing before you use it:
Add your own policies. If your group has a code of conduct, privacy policy, or social media policy, reference them here or attach them. You don't need to copy the full text into the agreement.
Adjust the checks section. Working With Children Check requirements differ by state and by role. Check the rules for your state — requirements for community groups working with children can catch people off guard.
Think about insurance. Most state and territory volunteer peak bodies offer group volunteer insurance at low or no cost. Check whether your group is covered and what that coverage requires. An agreement alone doesn't guarantee cover.
Keep it readable. If you're tempted to add more clauses, ask whether they're genuinely needed or whether you're making it harder for a volunteer to feel comfortable signing. The goal is clarity, not a legal document.
Storing signed agreements
Once signed, file the agreement somewhere your committee can find it. Swoop's member records let you attach documents to a volunteer's profile so they stay linked to the right person. If you're filing paper, a clearly labelled folder kept by your secretary or president works fine.
Set a reminder to check the expiry on any background checks. A lapsed WWCC in a role that requires one is a liability you want to catch before it becomes a problem.
Before the agreement — the basics
An agreement is most useful when the volunteer already understands what they're agreeing to. Our guide on recruiting volunteers covers how to write a position description and have the initial conversation before the paperwork stage.
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If you'd like help setting up volunteer records and document storage for your group, you can book a yarn with us.
Common questions
- Does a volunteer agreement need to be legally binding?
- In Australia, volunteer agreements are generally not contracts of employment and are not legally binding in the same way. Their value is practical — they set clear expectations for both sides and give you something to refer back to if misunderstandings arise. Ask a legal professional if you need advice specific to your situation.
- What should a volunteer agreement cover?
- At minimum: the volunteer's role, the expected time commitment, confidentiality, the code of conduct or behaviour standards, how either party can end the arrangement, and any specific requirements like background checks. Keep it readable — one or two pages is enough.
- Can you use a volunteer agreement for a one-off volunteer?
- Yes, though for short one-off roles many groups use a simpler sign-in form instead of a full agreement. A brief agreement still makes sense if the volunteer will have access to member data, work with vulnerable people, or take on any responsibility beyond a single task.
- Is a volunteer an employee under Australian law?
- Genuine volunteers are not employees under the Fair Work Act. The key distinction is whether there is a mutual obligation — a true volunteer gives their time freely without expectation of payment or entitlement to ongoing work. If you're unsure about a particular arrangement, seek advice from Fair Work Australia or a workplace lawyer.
- Should both the volunteer and the organisation sign the agreement?
- Yes. Both parties should sign and keep a copy. This isn't about distrust — it's about having a shared reference point. Store the signed copy securely and make sure the volunteer knows how to get back in touch with their copy if they need it.