[TO BE WRITTEN ON CLUB'S HEADED PAPER]
[Insert name of player]
[Insert address]
[Insert date]
Dear [insert name of player],
Letter of understanding for players playing on a voluntary, expenses only, basis
This letter sets out what we can each reasonably expect from your voluntary playing role for [insert name of club] Rugby Football Club ("the Club"). We appreciate your playing for the Club on this basis and we are committed to ensuring that the experience is as enjoyable and rewarding as possible.
Voluntary playing role
You will, as stated, be playing rugby for the Club on a voluntary basis as from [insert date].
We hope that you will usually be able to attend training [insert usual training sessions it is hoped a voluntary player would attend] and be available for weekend and weekday evening matches when selected. However, you are not obliged to commit any minimum amount of time and, similarly, the Club will not be obliged to offer you any minimum number of training and/or playing opportunities.
Where you are training or playing as part of this voluntary role, we expect you to perform your role to the best of your ability, to observe the highest standards of conduct, using your best endeavours to promote the image of the Club and of rugby, and to follow our procedures and standards, including health and safety, equal opportunities [insert any other relevant codes of conduct] policies.
Team Management
Your main point of contact at the Club will be [insert name of the Team Manager], the Team Manager. Please ensure that you give the Team Manager as much notice as possible if you are unable to attend a training session or will not be available for a particular match.
Expenses
We will reimburse certain out-of-pocket expenses incurred in connection with your volunteering for us. Details of these expenses and how to claim them are set out below.
[insert details of the expenses policy]
Insurance
We will provide adequate insurance cover for you while you are training and/or playing with/for the Club at sessions and matches approved and authorised by the Club.
Confidentiality
In the course of playing for the Club, you may have access to confidential information relating the Club, its officers, coaches, players or employees. We expect you not to use or disclose this information to any person either during your volunteering experience with us or at any time afterwards.
Leaving
We ask that you give us as much notice as possible if you want to stop training and playing with us.
This letter is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party. In particular, you are not obliged to accept training or playing opportunities offered to you and the Club is not obliged to offer you training or playing opportunities. Neither of us intends any employment relationship to be created either now or at any time in the future.
Please acknowledge that you understand the contents of this letter by signing, dating and returning the enclosed copy.
Yours sincerely,
......
On behalf of [insert name of Club]
I understand the contents of this letter.
Signed ......
[insert name of player]
Date ......
2 FARDM1/25533/98/8351227.1