Good Governance Starts With Good Documents

For community groups and small charities, having the right documents in place isn't just about ticking regulatory boxes — it's about building the foundations of a trustworthy, well-run organisation. Strong governance documentation helps you operate consistently, manage risk, protect volunteers and staff, and demonstrate credibility to funders and partners.

The good news is that you don't need to start from scratch. Many of the most important templates are freely available, and adapting an existing document is far more efficient than writing one from nothing. Here is a practical overview of the key documents every community organisation should have.

Governing Documents

Your governing document (sometimes called a constitution, trust deed, or articles of association depending on your legal structure) is the foundation of your organisation. It sets out your purposes, how you are governed, and the powers of your trustees or directors.

  • Registered charities in England and Wales can access model governing documents from the Charity Commission.
  • Scottish charities can find guidance and templates from OSCR (the Office of the Scottish Charity Regulator).
  • Unincorporated associations can use NCVO's model constitution, which is suitable for smaller groups without legal personality.

Financial Management Templates

Even small organisations handle money that doesn't belong to them personally — it belongs to the charity and its beneficiaries. Having clear financial procedures protects everyone involved.

  • Budget template: A simple spreadsheet showing income (broken down by source) and expenditure (broken down by cost category) across a 12-month period.
  • Cash flow forecast: Shows when money is expected to arrive and when it needs to be spent — essential for managing periods of funding uncertainty.
  • Expense claim form: A standard form for staff and volunteers to claim back legitimate out-of-pocket expenses.
  • Financial controls policy: Documents who can authorise spending at different levels, and how bank accounts and petty cash are managed.

People and Volunteering

Whether you have paid staff or rely entirely on volunteers, having clear documentation helps avoid misunderstandings and protects both parties.

  • Volunteer agreement: Sets out what the volunteer will do, what the organisation will provide, and what both parties can expect — without creating an employment relationship.
  • Role description templates: For both paid roles and volunteer positions, these help with recruitment, induction, and performance conversations.
  • Safeguarding policy: Mandatory for organisations working with children or vulnerable adults, and considered best practice for all charities.
  • Equal opportunities policy: Demonstrates your commitment to fair treatment in recruitment and service delivery.

Project and Reporting Documents

Many organisations underestimate the time required for reporting to funders. Having standard templates in place makes this significantly easier.

  • Project plan template: A simple grid showing activities, responsible person, timeline, and success measures.
  • Progress report template: Covers activities completed, outcomes achieved, financial spend to date, challenges encountered, and next steps.
  • Case study/impact story template: A structured format for capturing and sharing stories of change — invaluable for future funding applications.

Where to Find Free Resources

Several sector support organisations provide free, downloadable templates suitable for community groups and small charities:

  • NCVO (National Council for Voluntary Organisations) — guides and templates across governance, finance, and HR
  • SCVO (Scottish Council for Voluntary Organisations) — Scotland-specific resources and model documents
  • WCVA (Wales Council for Voluntary Action) — resources for organisations in Wales
  • Resource Centre — practical tools specifically designed for small community groups
  • Charity Commission — regulatory guidance and model governing documents for England and Wales

Investing a small amount of time in getting your core documents right will pay dividends when it comes to applying for funding, onboarding new volunteers, or simply managing your organisation with greater confidence.