Volunteer Agreement Template for South Africa

A Volunteer Agreement sets out the working relationship between a non-profit organization and someone who freely offers their time and skills. It clarifies roles, expectations, and boundaries while protecting both parties under South African labour laws, which distinguish volunteer work from formal employment.

Beyond basic safety rules and conduct guidelines, these agreements typically outline scheduling commitments, reimbursement policies for approved expenses, and confidentiality requirements. They're especially important for registered NPOs and public benefit organizations, helping them manage volunteer programs effectively while maintaining compliance with the Non-Profit Organizations Act.

Use a Volunteer Agreement when bringing unpaid helpers into your South African non-profit or community organization. It's essential for regular volunteer programs, particularly when volunteers handle sensitive information, work with vulnerable populations, or take on substantial responsibilities.

Put this agreement in place before volunteers start their duties - especially for roles involving youth programs, healthcare support, or financial activities. Many grant-making bodies and corporate sponsors now require formal volunteer management systems, including written agreements, to demonstrate good governance and risk management in line with the Non-Profit Organizations Act.

• Volunteer Contract Agreement: The most comprehensive type, covering all aspects of the volunteer relationship including duties, schedules, and conduct expectations
• Volunteer Confidentiality Agreement: Focuses specifically on protecting sensitive information and organizational privacy
• Volunteer Indemnity Form: Addresses risk management and liability protection for both the organization and volunteer
• Confidentiality Form For Volunteers: A simplified version for basic privacy protection in less complex volunteer roles

• Non-Profit Organizations: Draft and implement Volunteer Agreements to manage their volunteer programs and comply with South African NPO regulations
• Volunteers: Sign these agreements before starting their service, gaining clarity on their roles, rights, and responsibilities
• Legal Advisors: Review and customize agreements to ensure compliance with labour laws and risk management requirements
• Program Coordinators: Use these agreements to manage volunteer relationships and maintain organizational standards
• Board Members: Approve agreement templates as part of their governance responsibilities and duty of care

• Volunteer Details: Collect full contact information, skills, availability, and any relevant certifications or qualifications
• Role Description: Define specific duties, time commitments, training requirements, and supervision arrangements
• Safety Measures: List required protective equipment, emergency procedures, and relevant insurance coverage details
• Reimbursement Policy: Clarify which expenses qualify for reimbursement and the claim process
• Compliance Check: Review NPO Act requirements and ensure the agreement uses plain language as required by South African law
• Digital Template: Use our platform to generate a legally sound agreement that includes all mandatory elements

• Party Details: Full names and contact information of both the organization and volunteer
• Voluntary Nature: Clear statement confirming no employment relationship or remuneration expectations
• Duties and Hours: Specific description of volunteer roles, time commitments, and reporting structure
• Health and Safety: Compliance with Occupational Health and Safety Act requirements
• Confidentiality: Protection of organizational and beneficiary information under POPIA
• Termination Rights: Conditions and process for ending the volunteer relationship
• Liability Waiver: Clear indemnity provisions aligned with South African common law
• Signatures: Space for dated signatures of both parties, with witness provisions

A Volunteer Agreement differs significantly from an Agency Agreement, though both involve someone performing services for an organization. Here are the key distinctions that matter under South African law:

• Compensation Structure: Volunteer Agreements explicitly state no payment will be made beyond expense reimbursement, while Agency Agreements typically include commission or fee structures
• Legal Relationship: Volunteers work without creating any employment or commercial relationship, whereas agents can legally bind their principal and often operate as independent contractors
• Regulatory Framework: Volunteer Agreements align with NPO Act requirements and exclude Labour Relations Act provisions, while Agency Agreements fall under commercial law and contract principles
• Risk and Liability: Volunteers typically receive more protection through indemnity clauses, whereas agents often carry professional liability insurance and accept greater responsibility