Do volunteers need to be paid?

Volunteers by definition are unpaid. If you direct work, set schedules, and provide compensation, the classification may change. Review your policies before offering payment.

Is a notary required?

Most Volunteer Agreements do not require notarization. Notarization may be useful for liability releases or when state law or organizational policy specifies it.

Can this be signed electronically?

Yes. Electronic signatures meet U.S. legal standards under ESIGN and UETA for most agreements, provided intent, consent, attribution, and retention are met.

What privacy safeguards are needed?

Collect only necessary personal data, limit access, and apply appropriate security controls. For health or education records, observe HIPAA or FERPA requirements where applicable.

How long should records be kept?

Retain signed agreements for the duration of service plus at least three years; follow industry or state rules for longer retention.

What if a volunteer refuses a background check?

Establish a clear policy. If screening is a condition of service, document the refusal and the resulting assignment restrictions or denial of placement.

Electronic Signature
Templates
HR
Volunteer Agreement

Volunteer Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

VOLUNTEER AGREEMENT

Personal Information

Full Legal Name Address

Phone

Email

Position and Assignment

Volunteer Role / Title Department / Program

Site / Location: Supervisor:

Expected Start Date: Expected End Date (if any):

Regular Schedule / Days & Hours

Estimated Hours per Week

Compensation / Stipend (if any)

Employment History

Employer 1

Employer 2

Education

References

Reference 1

Reference 2

Reference 3

Emergency Contact

Legal Terms, Releases, and Acknowledgements

Volunteer status: The volunteer acknowledges that services rendered are voluntary and do not constitute employment. This Agreement does not create any express or implied employment relationship, and the volunteer is not entitled to salary, wages, benefits, or other employee rights except as expressly provided in writing.

Confidentiality: Volunteer agrees to maintain the confidentiality of all nonpublic information learned during the course of volunteering. Confidential information shall not be disclosed to any third party except with written authorization or as required by law.

Safety and Conduct: Volunteer agrees to follow all site rules, safety procedures, and directions of supervisors. Volunteer acknowledges responsibility to report unsafe conditions immediately.

Liability Release: Volunteer hereby releases and holds harmless the organization, its officers, employees, and agents from liability for personal injury, property damage, or loss sustained during volunteer activities, except to the extent caused by the organization's gross negligence or willful misconduct.

Photo and Media Release: Volunteer (check if consenting) I consent to the use of my likeness in photographs, video, or other media for promotional or educational purposes as determined by the organization, without compensation.

Background Check and References: Volunteer authorizes the organization to contact prior employers and references and to conduct background checks as necessary for the volunteer assignment. Consent:

Driving and Vehicle Use: If the volunteer will operate a vehicle on behalf of the organization, proof of valid driver's license and insurance may be required. I certify that I possess a valid driver's license if required. I agree to report any motor vehicle incidents while volunteering. Consent to drive:

Equal Opportunity: The organization provides equal opportunity for volunteer placement and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected characteristic.

Termination: Either party may terminate this Agreement at any time, with or without cause, upon written notice to the other party. Upon termination, volunteer will return any organization property.

Governing Law: This Agreement shall be governed by the laws of the state or jurisdiction in which the volunteer services are performed, without regard to conflict of law principles.

Authorizations and Certifications

Applicant Certification: I certify that all information provided in this form is true and complete to the best of my knowledge. I understand that any misrepresentation or omission may be grounds for denial of volunteer placement or dismissal.

Authorization to Release Information: I authorize former employers, educational institutions, and references to provide information regarding my background and qualifications to the organization for the purpose of evaluating my suitability for volunteer service.

Additional Information / Comments

Acknowledgement

By signing below, the volunteer acknowledges having read and understood this Volunteer Agreement, consents to the releases and authorizations contained herein, and agrees to perform volunteer duties in accordance with organizational policies and applicable law.

Volunteer Printed Name:

Organization Printed Name:

Volunteer By:

Volunteer Date:

Organization By:

Organization Representative Title:

Organization Date:

Witness (optional):

What a Volunteer Agreement Covers

A Volunteer Agreement is a written contract that sets expectations, responsibilities, and basic terms between an organization and an unpaid volunteer. Typical elements include the volunteer's role and duties, project or event dates, reporting relationships, confidentiality and data-handling requirements, any required training or background checks, insurance and liability allocations, and signature blocks. The agreement clarifies legal relationships (volunteer versus employee), documents assumed risks, and provides a record for compliance, recordkeeping, and insurance purposes. It may be implemented as a standalone form or combined with waivers and consent documents.

Why Use a Written Volunteer Agreement

A clear Volunteer Agreement reduces legal uncertainty, documents informed consent and duties, helps manage risk, and provides an auditable record for compliance and insurance purposes while improving volunteer onboarding consistency.

Who Typically Completes a Volunteer Agreement

Signed agreements create a consistent record for internal tracking, insurance carriers, and regulators when needed.

Nonprofit staff and volunteer coordinators managing recurring programs and events.
Schools and education administrators for field trips, after-school programs, and chaperones.
Healthcare providers and clinics when volunteers may access protected health information.

Core Elements to Include in a Volunteer Agreement

A professional Volunteer Agreement balances operational clarity with concise legal protections; include role details, timelines, confidentiality, liability and insurance terms, termination rules, and authorization for background checks where applicable.

Parties

Identify the organization and volunteer by full legal names and, if applicable, the supervising department or contact person.

Term

Specify start and end dates or 'ongoing until terminated' language and list any event-specific timeframes.

Duties

Describe volunteer tasks, expected weekly hours or shifts, supervision chain, and any training requirements.

Confidentiality

State whether volunteer access to sensitive information is permitted and include confidentiality obligations if needed.

Liability & Insurance

Clarify who carries liability insurance, whether volunteers are covered, and any indemnity or waiver language.

Background Checks

Describe any required screenings, consent procedures, and consequences of unsatisfactory results.

Step-by-Step: Completing the Volunteer Agreement

Follow these steps to prepare, review, and finalize a Volunteer Agreement for a new or returning volunteer.

01

Prepare document: Select the correct template and populate organization and role fields.
02

Collect info: Gather volunteer name, contact, emergency details, and any authorizations.
03

Review terms: Confirm duties, schedules, confidentiality, and insurance clauses for accuracy.
04

Execute signature: Obtain volunteer signature and date; retain executed copy for records.

How to Configure an Online Volunteer Agreement Workflow

Typical online workflows include field validation, signer authentication, routing, and secure storage to streamline onboarding.

Field	Configuration
Name Field	Required; auto-detect magic field for signer name
Date Field	MM/DD/YYYY validation
Background Check Consent	Checkbox with conditional routing to screening team
Storage	Route signed copy to HR folder with access controls

Where to Send and File the Signed Agreement

Decide in advance where executed agreements should be stored and which teams receive notification for onboarding.

Organization Records: Store the signed agreement in the organization's document repository for retention.
Volunteer Copy: Provide a signed copy to the volunteer for their records.
HR or Program Lead: Notify HR or the program lead to schedule orientation or training.
Screening Provider: Send consent and identifying information to the background check vendor if required.

Digital Signing and Distribution Options

Ensure the chosen provider can produce an audit trail, support secure storage, and, where necessary, meet HIPAA or other compliance needs.

Formats Supported: PDF, Word DOCX and HTML imports for common templates
Integrations: Connect with Google Workspace, Microsoft 365, Salesforce, NetSuite, Box, and Procore
Authentication: Email link, SMS code, or advanced signer authentication as required

Essential Information to Collect and Record

Volunteer Name: Full legal name

Contact Details: Address, phone, email

Identification: ID type or DOB

Emergency Contact: Name and phone

Background Consent: Signed authorization

Insurance Info: If volunteer carries coverage

Common Preparation Errors to Avoid

Using a generic agreement that omits role-specific duties, leading to confusion during incidents or insurance claims.
Failing to capture a dated signature, which can invalidate the effective date and complicate enforcement.
Misclassifying volunteers as employees or contractors without assessing hours and compensation policies.
Requesting unnecessary personal data without a privacy notice or appropriate data protection measures in place.

Risks and Potential Consequences of an Incomplete Agreement

Liability Exposure: Increased organization liability for volunteer actions

Insurance Gaps: Policies may deny claims without documented coverage terms

Data Breach Risk: Improper handling of PHI or PII can create compliance violations

Invalid Execution: Unsigned or undated forms may be unenforceable

Misclassification: Incorrect worker status can trigger payroll issues

Background Check Failures: Failure to follow process can expose vulnerable populations

Typical Timelines and Deadlines for Volunteer Onboarding

Establish clear scheduling for required checks, training, and periodic renewals to keep volunteers compliant and ready to serve.

Effective Date:

Set at signing; governs start of duties

Orientation Deadline:

Complete training before first assignment

Background Check:

Initiate prior to placement or within stated timeframe

Insurance Verification:

Confirm prior to participation in risk activities

Annual Renewal:

Reconfirm contact, emergency, and screening annually

Sample eSignature Pricing and Feature Comparison

Baseline vendor pricing and feature contrasts relevant to signing Volunteer Agreements; signNow is listed first per table convention.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Example Use Cases for Volunteer Agreements

These short examples show how organizations apply Volunteer Agreements in practice.

Community Food Bank

A food bank uses a one-page agreement for event volunteers to document duties and safety training

It requires proof of ID and emergency contact
The form shortened onboarding time and standardized liability language for all sites, improving consistency across regional operations.

School Field Trip

A school collects signed agreements and emergency contacts before trips

Volunteers complete background checks
The agreement clarifies supervision responsibilities and reduces administrative follow-up during events.

Frequently Asked Questions About Volunteer Agreements

Answers to common questions about completing, signing, and storing Volunteer Agreements.

Need help? Contact support

Do volunteers need to be paid?
Volunteers by definition are unpaid. If you direct work, set schedules, and provide compensation, the classification may change. Review your policies before offering payment.
Is a notary required?
Most Volunteer Agreements do not require notarization. Notarization may be useful for liability releases or when state law or organizational policy specifies it.
Can this be signed electronically?
Yes. Electronic signatures meet U.S. legal standards under ESIGN and UETA for most agreements, provided intent, consent, attribution, and retention are met.
What privacy safeguards are needed?
Collect only necessary personal data, limit access, and apply appropriate security controls. For health or education records, observe HIPAA or FERPA requirements where applicable.
How long should records be kept?
Retain signed agreements for the duration of service plus at least three years; follow industry or state rules for longer retention.
What if a volunteer refuses a background check?
Establish a clear policy. If screening is a condition of service, document the refusal and the resulting assignment restrictions or denial of placement.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now