The 8 Policies Every Small Charity is Asked for by Funders

A funder application arrives. Halfway through, it asks: "Please attach your safeguarding policy, GDPR policy, recruitment policy, etc." Many small charities have to say "We will send it" and scramble.

Here are the 8 policies every funder asks for, what they must cover, and how to write them quickly.

1. Safeguarding Policy

What it covers: how you protect children and vulnerable adults from harm.

Must include

• Your commitment to safeguarding.
• Who is the designated safeguarding lead (usually a trustee).
• How people report concerns (phone number, email, or named person).
• What happens when a concern is reported (you take it seriously, inform authorities if needed).
• DBS checks: who gets them and why.
• Training: everyone involved with beneficiaries reads this policy.

How to write it

1-2 pages. Use a template from the Charity Commission or NCVO; customize with your name and contact details.

2. GDPR and Data Protection Policy

What it covers: how you collect, store, and protect personal data.

Must include

• What data you collect and why.
• How long you keep it.
• Who has access.
• How you keep it secure.
• Rights: people can ask to see their data or ask you to delete it.
• Data breach plan: if data is leaked, you notify people within 72 hours.

How to write it

2-3 pages. The Information Commissioner's Office (ICO) has a template.

3. Conflicts of Interest Policy

What it covers: what do you do when a trustee or staff member has an interest in a decision?

Must include

• What is a conflict (financial, personal, business interest).
• How to declare: trustees declare at the start of every meeting.
• How to manage: person with interest leaves the room; others decide without them.
• Register: you keep a written log of conflicts.

How to write it

1 page. Very simple.

4. Financial Controls and Spending Policy

What it covers: who can spend money, and what needs approval?

Must include

• Spending limits: treasurer can approve up to £1k; full board for over £5k (customize amounts).
• Two signatories: cheques/transfers over a set amount need two signatures.
• Monthly reconciliation: someone checks the bank statement vs accounts.
• Audit/examination: once turnover exceeds £25k, you have independent review.

How to write it

1 page.

5. Recruitment and Safer Recruitment Policy

What it covers: how you hire staff, particularly those working with vulnerable people.

Must include

• Job description and person spec written first.
• Advertising: where and how.
• Applications: what do you ask for? (references, why they want the role.)
• Interview process.
• DBS check: who needs it and when.
• References: you check them before hiring.
• No discrimination: you do not hire based on protected characteristics.

How to write it

2-3 pages.

6. Equal Opportunities and Diversity Policy

What it covers: you do not discriminate based on protected characteristics.

Must include

• The protected characteristics (age, disability, gender, race, religion, sexual orientation, marriage status, pregnancy).
• Your commitment to diversity.
• How you monitor: do you track diversity in your staff and beneficiaries?
• What to do if discrimination is reported: a fair process.

How to write it

1-2 pages.

7. Whistleblowing Policy

What it covers: if staff think something is wrong, how can they report safely?

Must include

• What is wrongdoing? (fraud, misconduct, policy breach, safeguarding concern).
• How to report: who do they contact? Can they go outside the charity if needed?
• Protection: they cannot be fired for reporting in good faith.
• What happens next: the concern is investigated fairly.

How to write it

1 page.

8. Trustee Code of Conduct / Trustee Agreement

What it covers: what are trustees committing to?

Must include

• Duties: to know the charity's purpose, act honestly, look after money, exercise care.
• Commitment: to attend meetings, read papers, ask questions.
• Conflicts: to declare them.
• Confidentiality: not to share sensitive information outside the board.
• Term: how long are they a trustee? When do they stand down?

How to write it

1-2 pages. Every new trustee signs a copy.

How to build all 8 in a weekend

Do not overthink this. You can have all 8 written and adopted in one day:

1. Friday evening: download templates from Charity Commission website (CC60).
2. Saturday morning: read through them, edit for your charity (names, contact details, amounts).
3. Saturday afternoon: email them to trustees; ask for feedback.
4. Sunday: incorporate feedback, finalize.
5. Monday: hold a trustee meeting, approve all 8, adopt as policy.

Policies are not bureaucracy. They are your rulebook. Write them once and you use them for years.

Pro tip: once written, link to your website

Many small charities hide policies in a shared drive. Instead: put a "Our Policies" page on your website with links to all 8. This builds funder confidence. Funders see you are transparent.

This guide is part of our Charity Tax and Compliance hub, where you can explore every practical guide in this area.