7 things to consider when appointing a New Trustee

Bringing a new trustee on board? Getting it right matters. Here are seven practical things to think about to make sure your appointment process runs smoothly and stays within the rules.

1. Check they’re eligible

Not everyone can be a trustee. The basic rules are:

• For charitable trusts or unincorporated associations, trustees must be at least 18
• For charitable incorporated organisations (CIOs) or charitable companies, they must be at least 16
• Some people are automatically disqualified by law unless the Charity Commission says otherwise

The automatic disqualification guidance explains who can’t serve as a trustee. You should ask candidates to complete a declaration form and get DBS checks if the role needs them.

2. Follow the legal requirements

Your charity’s governing document should explain how appointments work – things like how long trustees serve, who appoints them, and how the process works.

If your governing document doesn’t cover this, you’ll need to follow:

• Company law rules (for charitable companies)
• The Trustee Act 1925 (for unincorporated charities)

3. Look at the person, not just the paperwork

Being legally eligible is just the starting point. You also need to think about:

• What skills and experience they bring
• Whether there are any gaps in what they offer
• Any potential conflicts of interest (and whether these can be managed)
• Whether they’re genuinely interested in your charity and want to help

4. Know what you’re asking of them

Make sure candidates understand what they’re taking on. Trustees must ensure everything the charity does supports its purpose.

Your governing document – particularly the objects clause – sets out your charity’s purpose, who it helps, and what it can do. This is more detailed than a mission statement, so new trustees need to understand it properly.

5. Get a declaration form

Before you appoint anyone, ask them to complete the Confirmation of Charity Trustee Eligibility Form.

This is important because:

• The Charity Commission checks whether you’re doing proper eligibility checks
• If you don’t do these checks, the appointment could be ended
• Existing trustees who didn’t check properly could be seen as acting improperly

Get the form before you make the appointment, not after.

6. Make it official

Once you’ve appointed someone, you’ll need to tell various organisations, which might include:

• The Charity Commission
• Companies House
• Your founders
• Banks or other financial partners
• Funders, solicitors, auditors and other advisers

And don’t forget to officially welcome your new trustee too. The Institute of Chartered Secretaries and Administrators has sample welcome letters you can use.

7. Support them once they’re in post

Your job doesn’t end when someone accepts the role. Follow up to make sure they:

• Have received their welcome pack
• Understand their responsibilities
• Have copies of key documents (governing document, recent accounts, meeting minutes, relevant policies)

The Charity Commission has guidance on trustee welcome packs to help you get this right.

Keeping track of trustee information, appointments and key documents can be tricky when you’re juggling everything else. That’s where having the right tools can make life easier – helping you stay organised and compliant without the headache.

Related reading:

• 6 things to do when appointing a new director
• Running a business: what are conflicts of interest?