Forms and resource library

Unit forms, essential resources and documents in one place

These handy collections bring together forms and resources for everyday guiding. 

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Adjustment plans

Adjustment plan for events 

An event-specific adjustment plan should be made before taking part in non-unit events, for example a jamboree. This can be used alongside a unit adjustment plan, and we encourage you to share these with events teams before the event.

Download adjustment plan for events - volunteers (PDF) 

Download adjustment plan for events - young members (PDF) 

Adjustment plan for volunteers

You should complete an adjustment plan for volunteers in partnership with the volunteer themselves. For volunteers under the age of 18, or under 16 in Scotland, this adjustment plan will need to be signed off by a parent or carer.

Download adjustment plan for volunteers (PDF)

Adjustment plan for young members 

This template is for young members and those taking part in our 18-30 offer, Inspire. Anyone under the age of 18, or under 16 in Scotland, will need their adjustment plan to be signed off by a parent or carer.

Download adjustment plan for young members (PDF) 

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Emergency contact, accident or incident forms

Emergency contact information form 

Use this form to list all useful contact numbers related to you and your unit. Add details for your local commissioners along with other numbers that you might need, like your venue contact number. 

Download emergency contact information form (PDF) 

Notification of accident or incident form

This form should be completed by an adult volunteer as soon as possible after an accident or incident. Part of the emergency file. 

Download notification of accident or incident form (PDF) 

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Finance and accounts forms including Gift Aid forms

Commissioner responsibilities for accounts

Guidance document for commissioners to help them support leaders struggling with their unit accounts. 

Commissioner responsibilities for accounts (PDF) 

Example expense claim form 

An example form for volunteers to use when claiming expenses from their unit or level. 

Example expense claim form (Word) 

Gift Aid declaration form 

A Gift Aid declaration form must be completed by donors to be able to claim Gift Aid on their donation. A Gift Aid declaration form is also included in the New Starter form for parents and carers of young members 

Gift Aid declaration (England and Wales) 

Gift Aid declaration (Northern Ireland) 

Gift Aid declaration (Scotland) 

Guidance on budgeting for special projects 

Guidance document to help you put together a budget for projects. 

Guidance on budgeting for special projects (PDF) 

Independent reviewer's checklist

This form needs to be completed by the independent reviewer of unit or level accounts to confirm they’ve carried out the review in line with our requirements. If a formal report is required by the charity commission, this form doesn’t need to be completed.

Download independent review checklist and confirmation form (PDF) 

Simple unit budget for subs 

Spreadsheet to help you work out unit subs per young member. 

Simple unit budget for subs (Excel) 

Unit accounts pack 

Excel spreadsheet you can use to track your unit’s accounts. Units in Scotland should use the accounts pack on the Girlguiding Scotland website. 

Unit accounts pack for general and overseas use  (Excel) 

Unit accounts pack guidance 

Guidance document to help you use the unit accounts pack spreadsheet. 

Units accounts pack guidance (PDF) 

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Forms for residentials

Residential event notification (REN) forms and health forms

Health form additional information sheet 

Use this if you need to add extra information about someone. 

Download health form additional information sheet (Word) 

Download health form additional information sheet (PDF) 

Health form for domestic travel 

Use this health form to gather important information and consent from members, parents or carers for residentials in the UK.

Download health form for domestic travel (Word)

Download health form for domestic travel (PDF) 

Health form for international travel

Use this health form to gather important information and consent from members, parents or carers for residentials outside the UK.

Download health form for international travel (Word)

Download health form for international travel (PDF)

Health information form guidance 

Guidance notes for leaders on how to use health forms to gather important information and consent.

Download health information form guidance (Word) 

Download health information form guidance (PDF) 

Home residential event notification (REN) form 

Send your commissioner a completed residential event notification (REN) form when you start planning a residential event. 

Download home REN form (Word) 

Download home REN form (PDF) 

International residential event notification (REN) form 

For international events and going abroad, use this residential event notification form. 

Download international REN form (Word) 

Download international REN form (PDF) 

International trips - emergency planning guidance 

Our good practice guidance covers setting up a home contact system, dealing with emergencies, handling the media and advice on risk assessments. 

Download international trips - emergency planning guidance (PDF) 

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Home contact form

Home contact role outline 

Use this form to assign a home contact for UK events.

Download home contact form (Word) 

Download home contact form (PDF) 

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Information and consent forms 

We’d recommend using the PDF version of these forms if you’re accessing on a mobile phone. Get in touch with [email protected] if you're still having issues.

Day events and activities information and consent form

Use this form to get parental consent for adventurous activities and any day trips, events or activities that aren’t part of a residential.

Download day events and activities information and consent form (Word)

Download day events and activities information and consent form (PDF)

Home residential event and activities information and consent form

Use this form to get parental consent for a single residential event in your home country, including any activities.

Download home residential event and activities information and consent form (Word)

Download home residential event and activities information and consent form (PDF)

International residential event and activities information and consent form

Use this form to get parental consent for a single residential event in an international country, including any activities.

Download international residential event and activities information and consent form (Word)

Download international residential event and activities information and consent form (PDF)

One-page consent form for activities local to the unit meeting place

You can use this form to get consent for activities local to the unit meeting place during unit meetings. If a parent or carer has already signed the latest (December 2023) version of the new starter forms, there is no need to use this form.

Download one-page consent for activities local to the unit meeting place (Word)

Download one-page consent for activities local to the unit meeting place (PDF)

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Large-scale event resources 

Commissioner's guide to large-scale events

Support for commissioners who are in charge of overseeing a large-scale event. 

Download commissioner's guide to large-scale events (PDF)

Event coordinator's guide to large-scale events

Planning your first ever large-scale event? Make sure it runs as smoothly as possible with our guidance. 

Download event coordinator's guide to large-scale events (PDF) 

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New starter forms 

We’d recommend using the PDF version of these forms if you’re accessing on a mobile phone. Get in touch with [email protected] if you're still having issues.

New starter form Rainbows 

This form should be completed by parents or carers of all new Rainbow members. 

Download Rainbows new starter form(Word) 

Download Rainbows new starter form (PDF) 

New starter form: Brownies 

This form should be completed by parents or carers of all new Brownie members. 

Download Brownies new starter form (Word) 

Download Brownies new starter form (PDF) 

New starter form: Guides 

This form should be filled in by parents and carers of all new Guides. 

Download Guides new starter form (Word) 

Download Guides new starter form (PDF) 

New starter form: external volunteer aged 13

This form is for young external volunteers aged 13. For those aged 14-17 use the New starter form 14-17. 

Download new starter form: external volunteer aged 13 (Word) 

Download new starter form: external volunteer aged 13 (PDF) 

New starter form: 14-17 year olds 

New starter form for those aged 14-17 starting a new role including Rangers, young leaders, young external volunteers and peer educators. 

Download new starter form for 14-17 year olds (Word) 

Download new starter form for 14-17 year olds (PDF) 

New starter form: virtual meetings 

Use this form for girls who join your unit when you’re holding virtual meetings. 

Download new starter form: virtual meetings (Word) 

Download new starter form: virtual meetings (PDF) 

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Programme resources 

Guidance notes for leaders

Guidelines and advice for delivering the programme and running your unit. 

Download guidance notes for leaders (PDF) 

Participation on a plate 

Activities that encourage girls to share their opinions - about big and small things, in groups and individually. 

Download participation on a plate (PDF) 

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Risk assessments 

Blank risk assessment form for unit meeting venues and activities 

This is a risk assessment form for unit meeting places and activities taking place during the unit meeting (including outside areas). It’s blank, so you can use it if you don’t want to use our pre-filled version.  

Download blank risk assessment form for venues and activities (Word) 

Download blank risk assessment form for venues and activities (PDF) 

Pre-filled pregnancy risk assessment form 

Use this tool to make adjustments to include and protect pregnant members throughout their pregnancy and after they give birth. Check out our guidance on supporting pregnant members. 

Download pre-filled pregnancy risk assessment (Word) 

Download pre-filled pregnancy risk assessment (PDF) 

Pre-filled risk assessment form for unit meeting venues and activities 

This is a risk assessment form for unit meeting places and activities taking place during the unit meeting (including outside areas). It’s pre-filled with foreseeable risks. 

Download pre-filled risk assessment for venues and activities (Word) 

Download pre-filled risk assessment for venues and activities (PDF) 

Risk assessment for new unit meeting venue 

You should complete this risk assessment when choosing a new unit meeting place. You can also use it to do a one-off check to make sure your existing unit meeting place is safe. 

Download risk assessment for new venue (Word) 

Download risk assessment for new venue (PDF) 

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