What is a volunteer driver agreement?
Volunteer drivers keep many charities running: taking older people to appointments, delivering food parcels, getting clients to community programmes. Because they use their own cars, the organisation needs to know their licence is valid and their insurance covers the driving, and the volunteer needs to know what is reimbursed and what to do if something goes wrong.
This agreement records whether the volunteer drives passengers, goods or both, and typical trips; licence and driving record checks, and a background check where they transport children or vulnerable adults; roadworthiness and the insurance the volunteer must have, with the organisation's own cover if any; the mileage rate, other expenses and claim deadline; passenger safety rules on seat belts, phones, impairment and never leaving a vulnerable passenger alone; what to do after an accident or incident; privacy of client information; what the organisation will do in return; and ending the role. It states clearly that the volunteer is not an employee.
- Best for
- Charities, food banks, meals on wheels, community transport, faith groups
- Signed by
- The organisation and the volunteer driver
- Covers
- Checks, insurance, mileage, passenger safety, accidents, privacy, ending
- Length
- 3 pages
When to use a volunteer driver agreement
- Volunteers driving older clients to medical appointments
- Food bank volunteers delivering parcels in their own cars
- Drivers taking young people to youth club events
- A hospice's volunteer transport scheme
- Re-signing all drivers after updating the mileage rate
What you fill in
16 blanks, then the name and email of each person who signs: organisation, volunteer driver.
1 The parties
- Organisation*
- Volunteer coordinator (name and phone)*
- Volunteer's full name*
- Start date*
2 The driving
- What the volunteer will drive* clients (passengers) · goods and deliveries only · both clients and goods
- Typical trips*
3 Checks
- Minimum years holding a full licence
- Licence and driving record check*
- Background check (if the volunteer drives vulnerable people)
4 Insurance
- Insurance the volunteer must have*
- Organisation's own insurance (optional)
5 Mileage and expenses
- Currency*
- Mileage rate*
- Other expenses reimbursed
- Claims submitted within (days)*
6 Ending
- Notice the volunteer gives to step down (days, as a courtesy)
7 Who signs
- Organisation signature and date, job title · The volunteer coordinator or another person authorised to sign for the organisation.
- Volunteer driver signature and date · The volunteer, who drives their own vehicle.
What the volunteer driver agreement covers
- The driving
- Licence and checks
- Vehicle and insurance
- Mileage and expenses
- Passenger safety
- Accidents, incidents and emergencies
- Privacy
- What the Organisation will do
- Ending the role
Using the volunteer driver agreement, step by step
1 Name the volunteer and coordinator
Enter the organisation, the coordinator's name and phone, the volunteer and the start date.
2 Describe the driving
Choose passengers, goods or both, and describe typical trips.
3 Set the checks
Add any minimum years with a full licence, the licence check, and a background check if the volunteer will drive vulnerable people.
4 Insurance and mileage
Describe the insurance the volunteer needs and any organisation cover, then the mileage rate, other expenses and claim deadline.
5 Sign and keep records
Send it to the volunteer to sign online. Store copies of their licence and insurance in FileIt and set reminders for the renewal dates.
Tips before you send it
- Ask every driver to tell their insurer about volunteer driving. Some policies don't cover it otherwise.
- Where a tax-free mileage rate exists, staying at or below it usually stops reimbursement counting as pay. Check the local rules.
- Recheck licences and insurance every year. FileIt can remind you when a driver's documents expire.
- Give drivers a number to call during every trip, and make it clear they can cancel for safety without explaining.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Volunteer driver agreement: frequently asked questions
Whose insurance covers an accident?
The agreement says the volunteer's own motor insurance is the main cover for their car, and that they are responsible for any excess. If the organisation has its own volunteer or excess liability cover, you can name it.
Is mileage reimbursement taxable?
Reimbursement at or below the tax-free rate where you are is usually not treated as pay, but rules differ. Check your local rate before setting it in the agreement.
Does this make the driver an employee?
No. It says the driver is an unpaid volunteer who can stop at any time, and the organisation doesn't have to offer trips. Reimbursement covers costs only.
What should a driver do after an accident?
Make sure everyone is safe, call the emergency services if anyone is hurt, exchange details as the law requires, tell the coordinator the same day and tell their own insurer.