Volunteer waiver template
A volunteer waiver is a form volunteers sign before nonprofit, school or event work. It includes the volunteer's details, activities and risks, emergency contact, release terms and dated signature lines. The federal Volunteer Protection Act leaves an organization's own liability for harm unchanged [5].
The template is a sample volunteer waiver form for adults with a parent or guardian page for minors.
Download the volunteer waiver template (PDF) Download the volunteer waiver template (Word)This template is a general starting point and is not legal advice.
What goes on a volunteer waiver form?
A volunteer waiver form identifies the organization, work, risks and signers.
- Volunteer details: Record the volunteer's name, contact information and emergency contact. Link the form to a role or event.
- Organization and work: Name the nonprofit, school or event organizer. Describe the volunteer role, location and dates.
- Assumption of risk: Describe the risks connected with the work, such as lifting, outdoor conditions or tools. Match the examples to the activity.
- Release of liability: Give the release section a clear heading. Identify the organization, activity and claims the clause addresses.
- Medical treatment authorization: Include a place for the volunteer to share emergency medical instructions or authorization. State how the organization will use the information.
- Emergency contact: Record the contact's name, relationship and phone number. Ask volunteers to update the information if it changes.
- Photo and media consent: Offer a separate choice about photos and media. Explain the intended use and make the choice easy to record.
- Rules and conduct: List the site's conduct, safety and reporting instructions. Include a contact for questions during the activity.
- Parent or guardian signature: Add a page for a parent or guardian when a minor volunteers. Record the adult's name, relationship and contact details.
- Signature and date: Provide dated lines for the volunteer and an organization representative. Keep the signed copy with the volunteer's record.
Use a separate entry when the volunteer takes on different work.
How to fill out a volunteer waiver
Complete the organization, role and activity details before the volunteer signs the form.
- Add the organization's name and contact information.
- Describe the volunteer roles, location and dates.
- List the risks connected with the volunteer work.
- Have the volunteer read each clause and ask questions.
- Collect medical details and an emergency contact.
- Collect the volunteer's signature and date, plus a parent or guardian signature for a minor.
- Keep the signed copy with the volunteer's record.
Who needs to sign
The volunteer signs and dates the volunteer waiver, and a representative of the organization can countersign. Under the federal Volunteer Protection Act, a volunteer serves a nonprofit or governmental entity without compensation beyond reasonable expense reimbursement [6]. The Act protects a volunteer from liability for harm caused on the organization's behalf if its conditions are met [1]. That protection does not cover willful or criminal misconduct, gross negligence or reckless misconduct [7].
For a volunteer under 18, consider adding a parent or guardian signature line. Ask your organization about its process for collecting a guardian signature for a minor.
Can you sign a volunteer waiver online?
Yes, if the transaction is in or affects interstate commerce: under the federal E-SIGN Act, a signature or record on a volunteer waiver can't be denied legal effect solely because it's electronic [2]. An electronic signature is a sound, symbol or process attached to a record and adopted by a person with intent to sign [3].
Where a law requires a record to be retained, an electronic copy meets that requirement if it accurately reflects the record and stays accessible to people entitled to it [8]. Louisiana's Uniform Electronic Transactions Act (UETA) says an electronic signature is attributable to a person if it was that person's act [4]. That act can be shown in any manner, including by showing a security procedure worked [9].
Read about online waiver signing software for collecting signed volunteer forms.
Frequently asked questions
What is a volunteer waiver?
A volunteer waiver is a form a volunteer signs before helping a nonprofit, school or event. It records the work, risks, emergency details and the volunteer's agreement with the organization. The template includes an adult form and a parent or guardian page for a minor. The federal Volunteer Protection Act does not change the organization's own liability for harm [5].
What should a volunteer liability waiver include?
A volunteer liability waiver can identify the volunteer, organization, role and service dates. It can describe risks, release language, medical treatment authorization, emergency contacts, photo choices, conduct rules and signature lines. Add a parent or guardian page for a minor, and keep the completed copy with the volunteer's record.
Does a volunteer waiver of liability form protect the organization?
A volunteer waiver of liability form records the volunteer's agreement about the activity and the risks described. The federal Volunteer Protection Act protects qualifying volunteers under stated conditions, but it does not change an organization's own liability for harm [1] [5]. The template includes a release section, but it does not promise a legal outcome.
Do minors need a different liability waiver for volunteers?
The template includes a parent or guardian page for minor volunteers, with space to record the adult's information and signature. Organizations can use the page alongside the volunteer's details and activity information. For volunteers under 18, add a parent or guardian signature line and keep the completed form with the volunteer's record.
Can a volunteer waiver form be signed online?
A volunteer waiver form can be signed online. For transactions in or affecting interstate commerce, the federal E-SIGN Act says an electronic signature or record can't be denied legal effect solely because it is electronic [2]. Keep an accurate, accessible copy of the signed form and connect it to the volunteer's record.
Sources
- 42 U.S.C. 14503, Volunteer Protection Act, fetched 2026-10-29.
- 15 U.S.C. 7001, E-SIGN Act, fetched 2026-10-29.
- 15 U.S.C. 7006, E-SIGN Act definitions, fetched 2026-10-29.
- Louisiana Revised Statutes 9:2609, Uniform Electronic Transactions Act, fetched 2026-10-29.
Related templates
- General liability waiver template: use it for activities with physical risks beyond volunteer work.
- Hold harmless agreement template: use it for a separate agreement about responsibility for claims.
- Photo release form: use it to record permission to share volunteer photos.
- Gym waiver template: use it for exercise activities at a fitness facility.
- Medical consent form for a minor: use it when a parent authorizes medical care for a child.