Discover the essential documents every UK charity needs to lead well and stay compliant.

Every charity operates within a framework: some parts set by regulation, others shaped by experience and good practice. But unless that framework is written down, it can leave room for ambiguity, inconsistency or risk. This is where policies matter.

Strong policies help you steer your charity with integrity. They turn values into action, clarify responsibilities and offer practical guidance when difficult decisions arise.

For trustees, they’re a foundation for good governance. For staff and volunteers, they offer structure. And for funders, regulators and beneficiaries, they demonstrate that your charity takes accountability seriously.

So, what policies does a UK charity need? Below, you’ll find the core documents that help you stay compliant, reduce exposure to risk, and run your organisation with clarity and confidence.

Governance and Trustee Responsibilities

As a trustee, you’re legally responsible for your charity’s conduct and strategy. Good governance policies give you the tools to make decisions clearly, collectively, and in line with your charitable purposes. They help you avoid confusion, delegate responsibility sensibly and stay ahead of potential problems before they escalate.

Conflict of Interest Policy

From time to time, your personal or professional interests might overlap with those of the charity. That’s not inherently wrong, but unmanaged, it can raise questions about fairness and transparency. A conflict of interest policy helps you identify these situations early, declare them openly and step aside where appropriate. It protects decision-making and maintains public trust.

Code of Conduct

This sets out how trustees work together. It usually covers principles like respect, confidentiality, and collective responsibility. Having a shared code helps you resolve disagreements constructively and fosters a culture of mutual accountability. It also provides a useful reference point if expectations are ever breached.

Scheme of Delegation

Not every decision needs to go to the full board. A scheme of delegation makes clear which responsibilities stay with trustees and which are passed to staff, subcommittees, or contractors. It improves efficiency, avoids confusion, and ensures that accountability is maintained at every level.

Risk Management and Whistleblowing

Leading a charity means navigating uncertainty. Some risks arrive suddenly, like a cyberattack or a safeguarding concern. Others build over time: a gradual funding shortfall, a dip in reserves or weaknesses in internal systems. Good policy doesn’t prevent every problem but it helps you respond early, stay organised and lead with clarity.

Risk Management Policy

This policy sets out how you identify, assess, and monitor risks across your charity. It helps you think strategically about where the threats lie (whether financial, reputational, operational, or external) and what you’ll do to manage them.

You might already maintain a risk register. If so, this policy explains how it’s used: who updates it, how often it’s reviewed and how risks are prioritised.

Whistleblowing Policy

Everyone involved in your charity should feel safe to raise a concern. Whether it’s a safeguarding issue, financial misconduct, or bullying; people need a clear and confidential route to speak up without fear of retaliation.

A whistleblowing policy sets out how concerns can be reported, who they’re reported to, what protection is offered and what happens next.

Safeguarding and Beneficiary Protection

If your charity works with children, adults at risk, or any group that may experience harm, safeguarding is a duty of care. A safeguarding failure can have devastating consequences, both for individuals and for your charity’s credibility.

Safeguarding Policy

This policy sets out how you prevent harm, how concerns are handled and who holds responsibility at every level. It should include:

• Safer recruitment practices
• Induction and ongoing safeguarding training
• Clear procedures for reporting concerns
• Oversight arrangements for trustees

It must reflect the specific risks associated with your charity’s work, and align with Charity Commission guidelines for trustees, including guidance like Safeguarding and protecting people for charities and trustees.

Privacy and Data Protection Policy

You’re also responsible for protecting the personal data of your beneficiaries, staff, volunteers, and supporters. This policy explains how you collect, store, use and share information in line with UK GDPR and the Data Protection Act 2018.

You should outline:

• What data you collect and why
• How long you retain it
• How people can access or update their records
• What security measures are in place

Strong data protection builds trust. When people see that your charity handles information with care and transparency, they’re more likely to engage, donate or seek your support.

Document Retention and Disposal Policy

Not all records need to be kept forever, but some must be retained for specific periods to meet legal or financial requirements. This policy sets out:

• How long different types of documents (e.g., financial records, contracts, case notes) are kept
• Where they’re stored and in what format
• Who is responsible for maintaining and reviewing them
• How and when documents should be securely deleted or destroyed

Fundraising and Financial Integrity

Raising money is essential, but how you raise it matters just as much. Donors and funders are placing growing emphasis on transparency, ethics, and accountability. Clear fundraising policies help you protect your charity’s reputation, comply with regulatory expectations and demonstrate that you’re a trustworthy steward of public support.

Fundraising and Donations Policy

This policy outlines how you approach fundraising across your organisation. It should cover:

• The fundraising methods you use: events, appeals, digital campaigns, partnerships
• Who is responsible for oversight and delivery
• How you manage third-party fundraisers or volunteers
• How you deal with complaints or concerns
• Procedures for handling restricted donations and donor preferences

The policy should reflect the Fundraising Regulator’s Code of Fundraising Practice, and if your charity is registered with the regulator, include a clear commitment to its standards.

Anti-Fraud and Anti-Money Laundering Policy

Charities can be vulnerable to financial crime, sometimes deliberately targeted, other times used unintentionally as conduits for illegal funds. This policy sets out how you reduce those risks. It should include:

• Due diligence checks on donors, partners, and suppliers
• Monitoring for suspicious activity
• Clear reporting routes for staff or volunteers who notice irregularities
• Procedures to protect your charity’s bank accounts and assets

The Charity Commission has made it clear that trustees are responsible for protecting a charity’s resources and reputation. This policy helps you do both, and it positions your organisation as one that takes financial stewardship seriously.

Human Resources and Volunteer Management

People are at the heart of your charity’s work. Whether paid staff or dedicated volunteers, their commitment, skills, and judgement shape how effectively you deliver your mission. Clear, accessible policies help you create a fair and supportive environment, one where expectations are managed, and challenges are dealt with consistently.

Volunteer Policy

• Volunteers give their time freely, but that doesn’t mean expectations should be left to chance. A strong volunteer policy sets out:
• How you recruit, induct and support volunteers
• What they can expect from you in terms of training, supervision and recognition
• What you expect from them in return, such as reliability, conduct and adherence to safeguarding
• Procedures for ending a volunteering arrangement, where necessary

Volunteers are more likely to feel valued and remain engaged when there’s a clear structure in place.

Equal Opportunities Policy

Inclusion, fairness, and respect should underpin every decision you make about people. An equal opportunities policy sets out your commitment to diversity and non-discrimination in recruitment, day-to-day working, and service delivery. It should align with the Equality Act 2010 and be supported by practical steps, such as inclusive job descriptions and reasonable adjustments.

Health and Safety Policy

Even in low-risk environments, charities are legally obliged to manage health and safety. This policy sets out your responsibilities under the Health and Safety at Work Act 1974 and related regulations. It should include:

• How risks are assessed and mitigated
• Who is responsible for implementing and reviewing safety measures
• What training and equipment are provided
• Procedures for reporting incidents or near-misses

If your charity organises events, delivers services off-site or involves physical tasks, the policy needs to be proportionate to those risks.