What Paperwork Do I Need to Start a Charity

Starting a charity is one of the most rewarding decisions you can make although it also comes with detailed legal requirements and a significant amount of paperwork. Many founders underestimate how much documentation they need before they can register with the Charity Commission which often delays applications or leads to rejections. In my opinion the success of any charity begins long before it is officially registered because the preparation stage forces you to clarify your purpose, governance structure and long-term sustainability.

This guide explains every document you need to start a charity in the UK, why each piece of paperwork matters and how to prepare everything correctly. I will also walk you through the differences between the various charity structures because the paperwork depends on the type of charity you choose.

By the end you will know exactly what to gather, how to prepare it and what the Charity Commission expects from new organisations.

Understanding the Legal Framework for Starting a Charity

Before looking at the paperwork it helps to understand how charity law works. To become a registered charity in England and Wales an organisation must:

Be established for exclusively charitable purposes
Provide a public benefit
Not distribute profits to members
Have an appropriate governance structure
Pass the Charity Commission’s scrutiny checks

Charities do not automatically gain legal status just by having a good cause. They must demonstrate through paperwork that they are properly set up and that trustees understand their responsibilities.

In my opinion this is a positive thing because good governance protects both the charity and the public.

The Type of Charity You Set Up Determines the Paperwork You Need

There are four main charity structures in the UK:

Charitable Incorporated Organisation (CIO)
Charitable Company Limited by Guarantee
Charitable Trust
Unincorporated Charitable Association

Most new charities choose a CIO because it provides legal personality and limited liability without requiring Companies House filings.

A charitable company requires dual reporting to the Charity Commission and Companies House. Trusts and unincorporated associations are simpler but offer less protection.

Each structure needs slightly different paperwork which I’ll explain as we go.

The Core Paperwork Every Charity Must Have

No matter which structure you choose the Charity Commission requires the following documents as part of the application.

1. A Governing Document

This is the most important piece of paperwork because it sets out:

Your charity’s name
Your charitable purposes
How trustees are appointed
How meetings work
How decisions are made
Rules around conflicts of interest
How finances will be managed
What happens if the charity closes

Your governing document has different names depending on your structure:

CIO: Constitution
Charitable Company: Articles of Association
Charitable Trust: Trust Deed
Unincorporated Association: Constitution

In my opinion founders should take their time drafting this document because changing it later requires Charity Commission approval and can create operational friction.

2. A List of Trustees

You must provide the full details of all trustees including:

Name
Date of birth
Address
Contact details
Trustee declaration
Any conflicts of interest

Trustees must meet eligibility criteria. You cannot be a trustee if you are bankrupt, disqualified, or have certain criminal convictions unless permission is granted.

Charities must have at least three trustees although I usually advise appointing between five and nine to allow for broader perspectives and easier decision making.

3. Trustee Declarations of Eligibility and Responsibility

Each trustee must sign a declaration confirming they:

Are eligible to serve
Understand their legal duties
Have read and understood the governing document
Will act in the charity’s best interests

These declarations are mandatory and must be stored securely by the charity.

4. A Business Plan or Activities Plan

The Charity Commission wants to see evidence that your charity will operate effectively. This usually includes:

Your mission
Your intended activities
Your target beneficiaries
Your delivery model
How you will measure impact
The risks involved
How you will manage those risks

In my opinion this document is incredibly valuable for founders because it turns a vague idea into a structured operational plan.

5. A Financial Plan and Budget

You must show how your charity will fund itself. This includes:

Expected income sources
Start up costs
Projected running costs
A simple budget for the first year
Reserves planning
Any grant funding already secured

A strong financial plan reassures the Charity Commission that the charity is viable and not being set up without forethought.

6. Evidence of Charitable Purpose and Public Benefit

Your charitable purposes must fall within the legal categories set out in the Charities Act 2011 such as:

Relief of poverty
Advancement of education
Advancement of religion
Advancement of health
Advancement of citizenship
Environmental protection
Animal welfare

You must show that your activities benefit the public not just a private group.

Your application must include:

A public benefit statement
An explanation of who benefits and how
Details of how decisions are made to support beneficiaries

In my opinion this is one of the most scrutinised parts of an application so clarity matters.

7. A Bank Account in the Charity’s Name

Charities cannot use a personal bank account. You will need:

A bank account opened in the charity’s legal name
At least two signatories
Proof of trustees’ identities
Governing document copy
Minutes approving the account opening

Some banks also require a board resolution.

8. A Conflict of Interest Policy

This is a short but essential document that sets out:

How trustees must declare conflicts
How conflicts are managed
When trustees must withdraw from decisions

Without this the Charity Commission may reject your application.

9. Meeting Minutes Approving the Application

Trustees must formally approve:

The creation of the charity
The governing document
The decision to apply for registration
The appointment of trustees
The financial plan
The bank account

These minutes become part of your permanent records.

Additional Paperwork Required for Specific Charity Structures

Paperwork for a CIO

CIOs must submit:

The CIO Constitution in the correct format
Trustee declarations
Online application form
Minutes approving the constitution

There are two types of CIO:

Foundation model
Association model

Each has a slightly different constitution template.

Paperwork for a Charitable Company

You must prepare:

Articles of Association
Memorandum of Association
Incorporation paperwork for Companies House
PSC register
Company registers
Minutes appointing directors
Minutes appointing trustees
Annual return documentation

Charitable companies have more paperwork because they are registered both as companies and as charities.

Paperwork for a Charitable Trust

You will need:

A Trust Deed
Trustee declarations
Minutes establishing the trust
Schedule of initial assets

Trusts are normally used for grant making bodies or family foundations.

Paperwork for an Unincorporated Charitable Association

This is the simplest structure requiring:

A constitution
Minutes establishing the charity
Trustee declarations

Although simple it offers no protection to individuals which is why I rarely recommend it for operational charities.

Evidence You Must Provide When Applying to the Charity Commission

The Charity Commission will ask for:

Your governing document
Details of trustees
Public benefit statement
Financial forecast
Conflicts of interest explanation
Proof of charitable activities
Supporting documents for your chosen structure
Website or materials showing your planned work
Bank account details

If you do not include these the application may be rejected or delayed.

What Happens After You Submit Your Paperwork

Once submitted the Charity Commission will:

Check your charitable purposes
Review your public benefit statement
Assess trustee suitability
Review your governing document
Check conflicts of interest
Review your financial plan
Assess risk of private benefit
Ask for additional evidence if needed

In my experience it is common for the Commission to request clarifications before approving a new charity.

Real World Examples of How Paperwork Differs

Example 1: A Small Local Youth Charity

A CIO structure is chosen
Paperwork is simple
Activities plan and risk assessment are crucial
Public benefit is easy to demonstrate

Example 2: A Medium Sized Charity Delivering Services

A charitable company is chosen
Requires Articles of Association tailored to charity rules
Board resolutions and Companies House filings required
Business plan must show long-term operational capacity

Example 3: A Grant Making Foundation

Set up as a trust
Requires a Trust Deed with asset schedule
Less operational paperwork
Focus is on proper financial management and trustee duties

Common Mistakes Founders Make When Preparing Paperwork

In my experience the most common issues are:

Unclear charitable purposes
Weak public benefit statement
Inadequate financial projections
Trustees not properly vetted
Governing document errors
Lack of conflict of interest policy
Mission that is too broad or too narrow

Founders often underestimate how detailed the Charity Commission review process is.

Practical Tips for Getting Your Paperwork Approved First Time

Explain your charitable purpose clearly
Avoid vague language
Be specific about beneficiaries
Show realistic budgets
Provide evidence of your activities
Use official constitution templates
Address conflicts of interest directly
Ensure trustees understand their role

In my opinion seriousness and professionalism are what the Charity Commission looks for. If your paperwork is well prepared you are far more likely to be approved without delays.

Conclusion

Starting a charity requires a significant amount of paperwork because the Charity Commission needs to see clear governance, proper planning and a genuine charitable purpose. Although the process can seem overwhelming taking the time to prepare strong documentation sets your charity up for long-term stability and compliance.

In my opinion the governing document, trustee declarations and public benefit statement are the three most important documents because they form the legal and operational foundation of the organisation. With the right paperwork in place you can launch your charity confidently knowing it meets every regulatory requirement.