Short answer
A useful charity precious-metal policy fits on one side of A4. It tells volunteers what to flag, where to store flagged items, who approves what happens next, and what record-keeping is required. Anything longer than one page won't be used. Anything shorter than half a page won't be defensible to trustees or auditors. The template below is a working draft any UK charity can adapt without needing legal advice. It covers the operational essentials, leaves room for charity-specific decisions, and is short enough to remain alive after the first reorganisation. If you'd rather start with our editable draft, ask on WhatsApp 07375071158 and we'll send the file.
Why a written policy matters
For a small charity shop with one location and a familiar volunteer team, a written policy can feel unnecessary. Everyone knows what they're doing. The conversation about whether to flag a ring is informal and reaches a sensible conclusion in twenty seconds.
The reasons to write it down anyway.
Volunteer turnover. A new volunteer needs to learn the process quickly. A written page is faster than a verbal briefing repeated each induction.
Manager changes. The manager who built the informal process leaves. The next manager has to reconstruct it. A written policy preserves the institutional knowledge.
Trustee accountability. If a trustee or auditor asks how donated valuables are handled, the charity needs to answer in writing. "We have a process but it's not written down" is not a defensible answer when the question is about governance.
Insurance. Some charity insurers ask about handling of high-value items as part of policy underwriting. A short written policy supports the conversation.
Audit trail. When something goes wrong (a parcel is lost, an item is mis-identified, a donor disputes a valuation), a written process is part of the defence.
The investment in writing it once is small. The benefit accrues over years.
The one-page template
Below is the working draft. Adapt the bracketed sections to your charity's context. The whole thing should fit on one side of A4.
[CHARITY NAME] Precious-Metal Donation Handling Policy
Effective from: [date]
Approved by: [name and role, e.g. CEO / head of retail / trustee chair]
Review date: [12 months from effective date]
Purpose
This policy sets out how [Charity Name] handles donated precious-metal items (gold, silver, jewellery, watches, coins) at shop and donation centre level. The aims are to protect donation value, ensure consistent treatment across locations, and provide a defensible audit trail.
Scope
This policy applies to all shop, donation centre and online-listing operations of [Charity Name]. It covers items donated by individuals, house-clearance teams, executors and corporate donors.
Definitions
Precious-metal item. Any donated item that may contain gold, silver, platinum or precious gemstones. Includes jewellery, silverware, coins, watches and small precious-metal objects.
Flagged item. An item that, on initial volunteer inspection, has at least one of the signals listed in the triage section below.
Specialist valuer. [Insert name(s) of approved valuation partner(s), e.g. GoldPaid].
Triage
Volunteers will flag for further assessment any donated item that has one or more of the following:
- A visible hallmark, purity stamp (9ct, 14ct, 18ct, 22ct, 375, 585, 750, 916, 925, sterling, lion image, Britannia figure).
- A recognised maker name.
- A branded watch (Rolex, Omega, Cartier, etc.).
- A sovereign or other recognisable precious-metal coin.
- Surprisingly heavy weight for the item's size.
- Substantial build (proper soldered clasps, set stones, no glue).
- A donor mention indicating possible value.
Volunteers shall not attempt to determine final value on the shop floor. Flagged items will be triaged into the appropriate category (see RAG system below or charity-specific equivalent).
Storage and handling
Flagged items will be:
- Logged in the back-room valuables register with date, brief description, intake volunteer's initials and duty manager's initials.
- Photographed (top-down and any marks visible) before any further handling.
- Stored in a designated lockable drawer or secure storage location.
- Not placed on the shop floor or listed online until valued or specifically released by a [duty manager / area manager / designated authoriser].
Assessment
Flagged items will be sent to the specialist valuer (currently [GoldPaid]) for assessment under the following process:
- Top-down photographs are sent to the valuer via the WhatsApp number maintained by the shop.
- The valuer responds with assessment guidance: post for valuation, do not post, list online, or specific follow-up question.
- Where items are to be posted, the valuer provides a prepaid Royal Mail label.
- Postal cover is selected based on declared item value and the valuer's recommendation. Royal Mail Special Delivery cover up to £2,500 may apply.
- The valuer issues a no-obligation, line-by-line valuation on receipt.
Accept or decline
Valuations will be reviewed by [duty manager / area manager / designated authoriser]. Accept and decline decisions will be:
- Authorised by a person with appropriate delegated authority (typically the area manager or above for individual items over £[threshold]).
- Recorded in the valuables register with the decision and the authoriser's initials.
- Communicated to the valuer in writing (WhatsApp or email is acceptable).
Accepted valuations result in bank transfer payment to the charity's nominated account. Declined valuations result in return of items by tracked post.
Reporting
A summary report of flagged items, valuations issued, and decisions made will be circulated to [the area manager / the head of retail / the trustee retail committee] [monthly / quarterly].
Exceptions
Items with provenance documentation, items of suspected historical or cultural significance, and items where a donor has expressed a specific wish, will be escalated to [the head of retail / the CEO / a designated trustee] before assessment.
Review
This policy will be reviewed annually by [the head of retail / a designated trustee] and updated as needed.
How to adapt the template
A few practical notes on customising the template for your charity.
Naming the valuer
If your charity uses GoldPaid, you can name us in the policy. If your charity uses multiple valuers (different specialists for jewellery, coins, watches), the policy can list more than one. Some charities prefer not to name external partners by company and use a generic "approved specialist valuer" framing. Both are defensible.
Thresholds
The accept/decline authorisation threshold is a charity-specific choice. Some charities authorise duty managers for items below £100, area managers for items £100 to £1,000, and head of retail for items above £1,000. Others set lower or higher thresholds. The principle is that high-value items have proportionate sign-off.
Reporting cadence
Monthly is more common in larger chains. Quarterly is more common in smaller charities. Trustees typically prefer at least quarterly for visibility.
Provenance exceptions
Some charities have policies on culturally significant items (religious artefacts, named family heirlooms, items with stated historical significance). The exceptions section should reflect any specific donor-related sensitivities the charity has handled in the past.
Multi-charity considerations
If your charity is part of a federation or holds donations on behalf of partner charities, the policy may need additional language on which charity has decision authority. Speak to your governance team.
What the policy is and isn't
A useful policy is operational, short and defensible. It is not legal advice, not a substitute for trustee judgment, and not a guarantee of outcomes.
What the policy is:
- A clear statement of how items are handled.
- A defensible audit trail.
- A training reference for new volunteers and managers.
- A document that supports insurance and trustee oversight.
What the policy isn't:
- Legal advice on charity law (consult the charity's legal advisers for that).
- Tax advice on Gift Aid or VAT (consult the charity's accountants).
- A guarantee that valuations will achieve any specific level (valuations depend on metal market and item condition).
- A substitute for the trustees' duty of care.
If your charity already has a more comprehensive donations policy that covers precious-metal handling within it, this template can supplement rather than replace the existing document.
Implementation checklist
Once the policy is drafted, the implementation steps:
- Trustee or head-of-retail sign-off on the final draft.
- Brief area managers and shop managers on the policy.
- Update volunteer induction materials to reference the policy.
- Set up the back-room valuables register format (notebook or shared spreadsheet).
- Set up the designated WhatsApp number for valuation enquiries.
- Install lockable drawers or designated storage in each shop.
- Print and laminate the RAG rule card (or equivalent) for each back room.
- Set up the reporting template for monthly or quarterly review.
- First quarterly review at three months from implementation.
- Annual policy review at twelve months.
Total implementation effort: a few days of management time, a few hours of trustee time, and around £100 to £300 in physical infrastructure (locks, trays, laminates) depending on number of shops.
Rocco Clayfield, Director, GoldPaid.
Common questions
Do small charities really need a written policy?
For a single shop with a stable team, an informal process is workable. The policy is most valuable for charities with multiple shops, frequent volunteer turnover, or trustee oversight requirements.
Should the policy be on the charity website?
Not normally. It's an internal operational document. Charities may publish a summary or principles in their annual report or governance pages if useful.
Can we use this template without legal review?
The template is a working draft, not legal advice. Most charities will adapt and sign off via their head of retail or trustees without separate legal review. If your charity has specific legal sensitivities (regulated activities, complex donor agreements), seek your own legal advice.
Who approves the policy?
Typically the head of retail or operations, with trustee oversight for larger charities. Smaller charities may have direct trustee approval.
How often should the policy be reviewed?
Annually is standard. Sooner if there's a significant change in operations, the precious-metal market, or charity governance.
Should we communicate the policy to donors?
Not normally. The policy is internal. A simple line on donor receipts ("we make sure donations are properly valued") is enough for donor communication.
Can the policy be enforced if a volunteer doesn't follow it?
Charity policies are typically guidance rather than employment contracts for volunteers. Repeated non-compliance is a training and oversight issue, not a disciplinary one. The policy supports consistent practice rather than enforcement.