Forms and resource library
Your most used unit forms, resources and documents in one place
These handy collections bring together the most used forms and resources for everyday guiding.
Go to:
Useful forms and resources
- Adjustment plans
- Emergency contact, accident or incident forms
- Finance and accounts forms including Gift Aid forms
- Home contact forms
- Information and consent forms
- Large-scale event resources
- New starter forms
- Programme resources
- Residential event notification (REN) and health forms
- Risk assessments
Go to:
All the forms you need for regular guiding activities, all in one place
Useful forms
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, 864KB)
Download adjustment plan for volunteers (Word, 343KB)
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, 786KB)
Download adjustment plan for young members (Word, 354KB)
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 volunteers - events (PDF, 753KB)
Download adjustment plan for volunteers - events (Word, 304KB)
Download adjustment plan for young members - events (PDF, 752KB)
Download adjustment plan for young members - events (Word, 303KB)
Emergency contact, accident or incident forms
Accident or incident witness statement
Use this form to collect statements from anyone who witnessed an accident or incident involving Girlguiding members and send along with the notification form.
Download accident or incident witness statement (PDF, 730KB)
Download accident or incident witness statement (Word, 233 KB)
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, 81KB)
Incident review form
This helps understand what caused the incident, what lessons can be learned, and what actions can be taken to help avoid this in future. The insurance team might ask you to complete this form, but it can also be a helpful tool that you can choose to complete if you think it would be helpful to learn from the accident or incident.
Download incident review form (PDF, 719KB)
Download incident review form (Word, 233 KB)
Injured person form
Use this form if more than one person was injured as a result of an accident or incident, completing it for each injured person. Send along with the notification form.
Download injured person form (PDF, 523KB)
Download injured person form (Word, 39 KB)
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, 797KB)
Download notification of accident or incident form (Word, 239 KB)
Finance and accounts forms including Gift Aid forms
Example expense claim form
An example form for volunteers to use when claiming expenses from their unit or level.
Download example expense claim form (Word, 50KB)
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.
Download Gift Aid declaration (England and Wales) (PDF, 144KB)
Download Gift Aid declaration (Northern Ireland) (PDF, 145KB)
Download Gift Aid declaration (Scotland) (PDF, 144KB)
Guidance on budgeting for special projects
Guidance document to help you put together a budget for projects.
Download guidance on budgeting for special projects (PDF, 159KB)
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, 487KB)
Unit budgeting tool
Spreadsheet to help you work out unit subs per young member and budget for trips and residentials.
Download unit budgeting tool (Excel, 51KB)
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.
Download unit accounts pack for general and overseas use (Excel, 605KB)
Unit accounts pack guidance
Guidance document to help you use the unit accounts pack spreadsheet.
Home contact forms
Home contact role outline (UK)
Use this form to assign a home contact for UK events.
Download home contact form (Word, 166KB)
Download home contact form (PDF, 219KB)
Home contact role outline (international)
Use this form to assign a home contact for international events.
Download home contact form - international (Word, 232KB)
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 have any 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, 231KB)
Download day events and activities information and consent form (PDF, 713KB)
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, 228KB)
Download home residential event and activities information and consent form (PDF, 707KB)
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, 994KB)
Download international residential event and activities information and consent form (PDF, 726KB)
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's no need to use this form.
Download one-page consent for activities local to the unit meeting place (Word, 239KB)
Download one-page consent for activities local to the unit meeting place (PDF, 710KB)
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, 205KB)
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, 942KB)
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 have any issues issues.
If you run a virtual unit, you can use the relevant form for your section.
New starter form: Rainbows
This form should be completed by parents or carers of all new Rainbow members.
Download Rainbows new starter form (Word, 4.1MB)
Download Rainbows new starter form (PDF, 3.4MB)
New starter form: Brownies
This form should be completed by parents or carers of all new Brownie members.
Download Brownies new starter form (Word, 4.1MB)
Download Brownies new starter form (PDF, 3.4MB)
New starter form: Guides
This form should be filled in by parents and carers of all new Guides.
Download Guides new starter form (Word, 4.2MB)
Download Guides new starter form (PDF, 3.5MB)
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, 3.1MB)
Download new starter form: external volunteer aged 13 (PDF, 2.7MB)
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, 4.1MB)
Programme resources
Guidance notes for leaders
Guidelines and advice for delivering the programme and running your unit.
Download guidance notes for leaders (PDF, 773KB)
Participation on a plate
Activities that encourage girls to share their opinions - about big and small things, in groups and individually.
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, 92KB)
Download health form additional information sheet (PDF, 177KB)
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, 592KB)
Download health form for domestic travel (PDF, 690KB)
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, 616KB)
Download health form for international travel (PDF, 768KB)
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, 132KB)
Download health information form guidance (PDF, 106KB)
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, 276KB)
Download home REN form (PDF, 854KB)
International residential event notification (REN) form
For international events and going abroad, use this residential event notification form.
Download international REN form (Word, 281KB)
Download international REN form (PDF, 870KB)
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, 357KB)
Risk assessments
Activities at the normal meeting place
Use this risk assessment for any activities at the normal meeting place, including adventurous activities, that aren’t covered in your pre-filled annual unit risk assessment.
Download risk assessment for activities at the normal meeting place (Word, 375KB)
Download risk assessment for activities at the normal meeting place (PDF, 978KB)
Activities away from the normal meeting place
Use this risk assessment for any activities, including adventurous activities, that take place outside your normal unit meeting place. It’s good practice to let your commissioner know about any activities happening outside the normal meeting location.
Download risk assessment for activities away from the normal meeting place (Word, 440KB)
Download risk assessment for activities away from the normal meeting place (PDF, 1,073KB)
Risk assessments for residentials
Use this risk assessment for any residential trip. It covers the trip itself and all activities planned during the trip, including adventurous activities. Read more about going on residentials.
Download risk assessment for residentials (Word, 480KB)
Download risk assessment for residentials (PDF, 1,257KB)
Risk assessments for international trips
Use this risk assessment if you’re taking your girls abroad. It covers the travel, residential and all activities planned, including adventurous activities. Read more about taking girls abroad.
Download risk assessment for international trips (Word, 503KB)
Download risk assessment for international trips (PDF, 1,144KB)
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, 275KB)
Download pre-filled pregnancy risk assessment (PDF, 177KB)
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, 381KB)
Download pre-filled risk assessment for venues and activities (PDF, 253KB)
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, 348KB)
Download risk assessment for new venue (PDF, 592KB)
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, 1,350KB)
Download blank risk assessment form for venues and activities (PDF, 575KB)
All the forms you need for regular guiding activities and events
Forms for consent
Or if part of a residential event:
- In your home country: Home country residential event and activities - information and consent form (PDF, 854KB)
- Abroad: International residential event and activities - information and consent form (PDF, 870KB)
Risk assessment
- If at the normal meeting place: Risk assessment for activities at the normal meeting place (PDF, 978kB)
- If outside the normal meeting place: Risk assessment for activities away from the normal meeting place (PDF, 1,073kB)
Other forms:
- Check the adventure activity finder to see if you need a home contact (PDF, 219KB).
Forms for consent:
- December 2023 version of new starter form
- Or for those who've already signed an older version of our new starter form, this one-page consent for activities local to unit meeting place (PDF, 710KB).
Or if neither of these have been signed:
Other forms
