Documents

🤝 Charity Documentation

Charities need robust paperwork to demonstrate good governance, transparency, and compliance with the Charity Commission (and, in some cases, HMRC)

📝 Governing Documents

• 📘 Constitution / Trust Deed / Memorandum & Articles – your charity’s rulebook (purpose, powers, trustee responsibilities, meeting rules, winding-up procedures)
  
  

👥 Trustees & Governance

• 👔 Trustee Code of Conduct – expected standards, ethics, and legal duties for trustees

• 🛡️ Safeguarding Policy – mandatory if working with children/vulnerable adults (includes reporting, DBS checks, and safeguarding lead)

• ⚖️ Risk Management Policy & Register – identifies and manages financial, reputational, and operational risks
  
  

🔒 Compliance & Legal

• 🔐 Data Protection & Privacy Policy - GDPR compliance for collecting and storing personal data

• 📝 Volunteer Policy & Agreement - defines volunteer roles, responsibilities, and support

• 🦺 Health & Safety Policy - procedures for ensuring a safe environment for staff and volunteers
  
  

📅 Financial & Reporting

• 💷 Financial Procedures Manual - how donations, payments, budgets, and reports are managed

• 📊 Annual Report & Accounts - submitted to the Charity Commission, covering activities, finances, and impact

🏆 Essential Documents for Sports Clubs

• 📘 Club Constitution
  Your club’s rulebook - covers purpose, structure, memberships, elections, meetings, discipline, and asset management

• 👥 Codes of Conduct
  Standards for players, coaches, members, and spectators - ensuring respect, fair play, and good behaviour

• 🛡️ Safeguarding Policy
  Protects children and young people with clear reporting rules, DBS checks, and safe behaviour guidelines

• 🌍 Equality, Diversity & Inclusion Policy
  Ensures your club is open, welcoming, and inclusive to all members

• ⚠️ Risk Assessment & Health & Safety Policy
  Identifies hazards (equipment, facilities, conditions) and sets out safety procedures

• 📝 Membership Policy & Forms
  Explains fees, applications, terms, and collects key details (including medical)

• ⚖️ Disciplinary Policy
  Transparent process for handling rule breaches, with clear responsibilities and appeal rights

🏢 Essential Documents for Small Businesses & Local Groups

• 📘 Articles of Association
  Core rules for limited companies - directors’ powers, shareholder rights, and share procedures

• 📄 Terms & Conditions (T&Cs)
  Clear terms of sale: payments, delivery, refunds, and liability protection

• 🔒 Privacy & Cookie Policies
  GDPR-compliant documents explaining how data is collected, used, stored, and how cookies are used

• 👔 Employee Handbook / Staff Manual
  Covers leave, sick pay, company values, dress code, and disciplinary procedures

• 🦺 Health & Safety Policy
  Required if you have 5+ employees - sets out safety commitments and procedures

• 📝 Contracts of Employment
  Defines role, pay, hours, benefits, and notice period - protecting both employer and employee

• 🤝 Supplier Agreements / Service Contracts
  Written agreements with suppliers or service providers, covering service levels, costs, and payment terms

🏢 Limited Company Documentation

A limited company needs more formal paperwork to stay compliant with Companies House and HMRC

📝 Incorporation Documents

• 📜 Certificate of Incorporation – proof from Companies House that your company exists

• 🖊️ Memorandum of Association – signed agreement by initial shareholders

• 📘 Articles of Association – internal rulebook for directors, shareholders, and meetings

• 🎫 Share Certificates – proof of shareholder ownership
  
  

📚 Statutory Registers

• 👥 Register of Members – details of shareholders and shares held

• 👔 Register of Directors – past and present company directors

• 📝 Register of Secretaries – if applicable

• 🏆 PSC Register – people with significant control (25%+ ownership or voting rights)
  
  

📅 Annual & Financial Filings

• 📊 Annual Accounts – yearly financial report to Companies House

• 🔄 Confirmation Statement – updates on directors, shareholders, and company details

• 💷 Corporation Tax Return – annual filing with HMRC
  
  

⚖️ Operational & Legal Documents

• 📄 Terms & Conditions (T&Cs) – sales contract (payments, refunds, liability)

• 🔒 Privacy & Cookie Policies – GDPR compliance for websites/data

• 👔 Contracts of Employment – roles, pay, hours, and rights for staff

• 🦺 Health & Safety Policy – workplace safety procedures

• 🤝 Shareholder Agreement – recommended if multiple shareholders, covering share transfers, decision-making, and disputes

👤 Sole Trader Documentation

As a sole trader, you and your business are the same legal entity. Your focus is mainly on tax compliance and simple operational documents

💷 HMRC Registration & Tax

• 📝 Self Assessment Registration – confirmation you’re registered with HMRC as a sole trader
  
  

• 🔑 Unique Taxpayer Reference (UTR) – your personal tax ID from HMRC
  
  

• 📊 Records for Self Assessment – keep detailed records of:

  • Sales & income (invoices, bank statements, online sales)

  • Business expenses (receipts, bills, travel, stock)

  • Other personal income & withdrawals from the business
    
    

⚖️ Operational & Client-Facing

• 🧾 Invoices – professional format with required legal details

• 📄 Terms of Business / Client Agreement – recommended to clarify payments, cancellations, and project scope

• 🔒 Privacy Policy – required if you collect or store personal data (GDPR compliance)

• 🎫 Licences & Permits – as required for your trade (e.g. street trading licence, food hygiene, professional certification)

🤝 Essential Documents for Charities & Community Groups

• 📘 Governing Document
  Your charity’s rulebook (Constitution, Trust Deed, or Memorandum & Articles). Sets out purposes, trustee powers, meeting rules, and winding-up process

• 👥 Trustee Code of Conduct
  Clear standards of behaviour, ethics, and legal duties for all trustees

• 🛡️ Safeguarding Policy
  Essential if working with children or vulnerable adults. Covers reporting concerns, DBS checks, and a designated safeguarding lead

• ⚖️ Risk Management Policy & Register
  Identifies, assesses, and manages risks (financial, reputational, operational) with an active register of actions

• 🔒 Data Protection & Privacy Policy
  Explains how personal data is collected, stored, and used in line with UK GDPR

• 🙌 Volunteer Policy & Agreement
  Defines volunteer roles, responsibilities, and support, formalised in an agreement

• 💷 Financial Procedures Manual
  Transparent money management: donations, authorisations, budgets, and reporting

• 📝 Annual Report & Accounts Template
  A ready-made structure to produce Charity Commission-compliant reports and statements