Home / Resources / What is a volunteer waiver?
Updated August 2026
A volunteer waiver is a short form volunteers sign before they help, releasing your nonprofit from certain liability. Here's what it covers, when you need one, and a free template to copy.
A volunteer waiver (or liability release) is a short agreement a volunteer signs before helping. It says they understand the risks of the activity and won't hold your organization responsible if they're hurt doing it.
For hands-on, in-person work — events, builds, food service, anything physical — a waiver is a sensible baseline. For remote or low-risk help, it may be overkill. Laws vary by state. Waivers also don't cover everything — they generally won't protect you if someone is hurt by your own carelessness. Treat this as a starting point, and check with a local attorney for anything higher-risk.
I, [volunteer name], agree to volunteer with [organization name] on [date / ongoing]. I understand the activities I'm volunteering for may involve risks, and I take part voluntarily.
To the extent allowed by law, I release [organization name], its staff, and its board from liability for any injury, loss, or damage I may suffer while volunteering, except in cases of gross negligence or willful misconduct.
Emergency contact: [name / phone]
Photo & media: I [do / do not] give permission to use photos or video of me in [organization]'s materials.
Signature: ______________________ Date: __________
If the volunteer is under 18 — Parent/guardian signature: ______________________ Date: __________
This template is a starting point, not legal advice. Have a local attorney review it before you use it.
If a volunteer is under 18, a parent or guardian must sign. Keep the guardian's consent on file alongside the waiver — some programs and insurers require it before a minor can take part.
Store each signed waiver with the volunteer's record, not in a drawer. If someone's hurt, you'll want it fast — and funders sometimes ask whether you collect them at all.
The Ember tool for thisEmber Volunteers collects a waiver at sign-up, flags volunteers whose paperwork is missing, and requires a guardian's consent for minors — so every signed form sits with the right person's record.
There's no universal rule, but for in-person or physical work collecting one is a sensible baseline. For remote or low-risk help it's often unnecessary.
Often, but not always. Enforceability varies by state, and waivers generally don't cover gross negligence. Have a local attorney review yours for anything higher-risk.
Names and date, a plain description of the activity, an assumption-of-risk statement, a liability release, an emergency contact, optional photo consent, and a signature (plus a guardian's for minors).
A minor's waiver must be signed by a parent or guardian. Keep that guardian consent on file with the volunteer's record.
Ember brings your programs, grants, volunteers, and donors into one place — built only for nonprofits, with a free plan and no credit card.
No credit card · No trial clock · Unlimited users included
This is general information, not legal advice. Laws vary — have an attorney review any waiver before you use it.