Volunteer Waivers, Board Documents and Pledges for Nonprofits
Nonprofits run on volunteers, boards and donors, and every one of them eventually needs to sign something: a volunteer waiver, a confidentiality agreement, a board resolution, a grant agreement or a pledge. Codec Document gives nonprofits a simple way to collect those signatures online, starting free, so staff time goes to the mission instead of the filing cabinet.
Small teams cannot afford to chase paper
A community organization may have three staff members and two hundred volunteers. Every event needs signed waivers, every board meeting needs signed minutes or resolutions, and every grant needs a signed agreement returned on time. Collecting paper forms at events, mailing board documents and scanning grant agreements consumes hours that the organization simply does not have. Signatures collected online, in bulk, from a phone, are one of the easiest efficiencies a small nonprofit can adopt.
How it helps nonprofits
Volunteer waivers before events
Every volunteer signs from their phone when they register, so the event starts with the work, not with clipboards.
Board resolutions and consents
Directors sign resolutions and written consents from wherever they are, with each signature recorded separately.
Grant and partnership agreements
Send agreements to funders and partners for signature and keep the executed copies with the grant file.
Confidentiality for volunteers with access
Volunteers who handle client or donor data sign a confidentiality agreement before receiving access.
Donor acknowledgments and volunteer protection
For a single contribution of $250 or more, a donor needs a contemporaneous written acknowledgment from the charity to claim the deduction, under 26 U.S.C. § 170(f)(8). The federal Volunteer Protection Act, 42 U.S.C. § 14501 and following, limits some liability of individual volunteers but does not protect the organization itself, which is one reason nonprofits still use waivers for activities with physical risk. Whether a board may act by written consent depends on state nonprofit law and the bylaws. Electronic signatures are valid under the ESIGN Act, 15 U.S.C. § 7001.
Two hundred volunteers, one Saturday
A food bank in Ohio ran a volunteer day for 200 people and used to spend the first hour collecting paper waivers at a folding table. The next year, volunteers received the waiver with their registration confirmation and signed on their phones. The morning started on time, the coordinator could see who had not signed yet, and the waivers were stored by event instead of in a box in the storage room.
What to have signed across your organization
- Volunteer applications and waivers for activities with physical risk.
- Confidentiality agreements for volunteers who access client or donor data.
- Board conflict of interest statements, renewed each year.
- Board resolutions or written consents, where your bylaws allow them.
- Grant agreements and partnership memoranda of understanding.
- Pledge agreements for multi-year gifts.
Questions people ask about this
Is there a free option for nonprofits?
Yes. You can start free without a credit card, which covers many small organizations. Paid plans add unlimited documents for larger programs.
Can board members sign from different cities?
Yes. Each director receives their own link and signs from wherever they are.
Can we send a waiver to every volunteer at once?
Yes. Bulk sending gives each volunteer their own signing link and copy.
Can volunteers sign without an account?
Yes. Volunteers sign in the browser from a link, no account needed.
Can donors sign a multi-year pledge online?
Yes. A pledge agreement that states the total amount, the payment schedule, any naming or recognition terms and what happens if the donor circumstances change can be signed electronically. For large pledges, having the signed agreement makes budgeting more reliable and helps your auditors, who often ask for documentation of pledges receivable.