Which policies does your charity really need?

The Charity Governance Code - Charity Governance Code sets out principles such as having policies which can often feel like a paperwork exercise until something goes wrong. But first as an organisation we must ask ourselves, what is the purpose for having a policy. When a concern is raised, a funder asks questions, or the Charity Commission becomes involved, your charity policies and procedures demonstrate how you have identified risks, fulfilled your charity governance responsibilities and decided what good practice looks like for your organisation. 

It's also helpful to understand that not all charity policies fall into the same category. Some are legal requirements, particularly if you employ staff. Others are not required by law but are strongly expected by the Charity Commission because they help you manage risk effectively. The Charity Commission provide a helpful online PDF resource on this. There are also policies that represent good practice, helping you run your charity consistently, transparently, and confidently. 

The policies you need will depend on your activities, who you work with, whether you employ staff, and the risks you manage. Having the right charity policies and procedures in place helps you strengthen governance, support compliance, and protect your staff, volunteers, beneficiaries, and reputation. 

Your policies protect your charity and the people connected to it, including employees, volunteers, trustees and beneficiaries. Important documents such as a code of conduct or volunteer policy can be overlooked because they may not feel urgent in day-to-day work. However, when a concern is raised, funders or regulators may ask to see them. Clear, up-to-date policies demonstrate that your charity has considered foreseeable risks, set appropriate expectations and established a process for responding when issues arise. 

Which policies should every charity consider? 

There is no single list of policies that applies to every UK charity. The policies you need will depend on your activities, workforce, beneficiaries and risks, but the following are important areas for most charities to consider. 

Safeguarding

All charities must take reasonable steps to protect people who come into contact with their work. The Charity Commission expects appropriate safeguarding policies and procedures, with additional legal requirements where you work with children or adults at risk. Name a safeguarding lead, explain how to report a concern, set out escalation routes and state when checks are needed.  

Health and safety 

You are expected to manage health and safety risks. If you have five or more employees, your policy must be written down. Smaller charities still need suitable arrangements, risk assessments and clear responsibilities. Include premises, events, lone working, first aid and fire safety where relevant. 

Data protection 

UK data protection law requires personal data to be handled lawfully, fairly and securely, so adopting a generic policy is only the starting point. If your charity handles special category data, safeguarding records or DBS information, your controls will need additional care. Find out how your charity can manage data protection and respond to Subject Access Requests in our guide: How do I deal with a Subject Access Request? 

Conflicts of interest  

Trustees should declare any actual or potential conflicts of interest and follow a clear process for recording and managing them. Your policy should explain when a trustee must step back from a discussion or decision and how the conflict will be recorded in the minutes and register of interests. 

The Commission takes a risk-based view of governance and expects trustees to identify risks; put appropriate policies and procedures in place and check they work in practice. Please see below a good mix of policies you should have; 

• Code of Conduct
• Safeguarding Policy 
• Bullying and harassment policy 
• Risk management framework (Bullying & Harassment, Disciplinary & Grievance Policies and Procedures) 
• Anti-bribery and anti-fraud/corruption policy 
• Complaints Policies 
• Health & Safety Policies 
• Expenses Policy & Procedure 
• Whistleblowing Policies 
• Financial controls and delegated authority 
• Social Media Policy 
• Recruitment Policy 

Not every item listed above is a freestanding statutory requirement for every charity. Together, they show that your board has considered predictable problems before they become urgent. 

While every charity is unique there are several core HR policies that forms the foundation of good people management and legal compliance. These typically includes disciplinary and grievance, equality, anti-harassment, sickness absence, family leave, flexible working and whistleblowing.  At Cornerstone we understand that many charities operate with limited time and resources, making it challenging to keep HR documentation to date and compliant with changing employment legislation. Whether you need a complete policy review, support with implementing new legislation or practical guidance on managing employee related issues, we can help ensure your HR Framework is robust, compliant and fit for purpose. 

Safeguarding policy checklist 

A safeguarding policy sets out the measures your charity takes to prevent harm, respond to concerns and ensure that everyone understands their responsibilities. It demonstrates how to act if abuse, neglect, exploitation or inappropriate behaviour is suspected. 

• A named safeguarding lead 
• A clear process for reporting concerns 
• Clear DBS check requirements 
• A regular review schedule 

Having these foundations in place helps create a safe, accountable and trusted organisation for beneficiaries, staff, volunteers and the wider organisation. 

It is best practice to review your policies annually and whenever legislation, guidance, staffing, risks or working arrangements change; to learn more, we are inviting you to register for our Free ERA 2025 Lunch & Learn for Stockport businesses in Stockport this October. 

The policy should have a clear owner, approval date and next review date.  It is good practice to ask if volunteers, trustees or employees understand the policy, whether reports are being handled as written and what recent cases are being revealed. 

To build a structure around this, start with a charity policy register and then list each document, why you need it, who owns it and when it will be reviewed.  

If you don't have an in-house HR function, our HR services can provide practical guidance and expertise without the cost of a full-time HR team. Here at Cornerstone Resources, we can help you audit gaps, update employment policies and tailor generic wording into your work procedures. 

Does a small charity need all these policies? 

You may be asking yourself, why do I need policies? Your size doesn’t remove your trustee duties, but it should influence how much documentation you create. It's never too early to start creating the foundational policies your charity needs.  A small grant-making charity may need a shorter set than a charity delivering face-to-face services, but always start with your people, money, data and operational risks to keep responsibilities and reporting routes clear. 

Can we use free charity policy templates? 

Yes, free policy templates can be a useful starting point. They can be a cost-effective option, particularly for smaller charities or those looking to put key policies in place quickly. It's understandable why many organisations choose to start with a template rather than investing immediately in policies tailored to their specific needs. 

However, policies that have not been tailored to your organisation can lead to confusion in practice. Staff and volunteers may struggle to understand their responsibilities or how to apply the policy in real-life situations, potentially exposing the charity to unnecessary legal, operational, or reputational risk. For this reason, while free templates can provide a solid foundation, At Cornerstone we help you review and adapt to ensure the content of your policies accurately reflect your charity's structure, values, and day-to-day operations 

If you'd like help reviewing or building your HR policies, get in touch with us. It is always our pleasure to guide and support you through any people management and legal compliance matters. We help charities review and tailor their policies to ensure they are fit for purpose, compliant, and reflective of their culture, values, and the important work they do.