Build a useful agreement for the group
Use this template to develop terms of reference that explain why a group exists, who is involved, how it will work and how its contribution will be reviewed.
The headings and prompts are intended as a starting point rather than a fixed set of rules. Adapt them to the purpose, size and context of your project. Discuss the document with group members so that expectations, responsibilities and support are clear from the beginning.
Before you begin
Be clear about which decisions the group can influence. Plain language, accessible formats and enough time to consider information can help all members contribute meaningfully.
1. Name and title
Name of group: Record the name people will use for the group.
Document title: State that this is the group’s terms of reference and include the date written or last reviewed.
2. Purpose and role of the group
Describe what the group is for and the part it will play in the work.
Questions to consider
- What is the broad purpose or role of the group?
- When was it established and by whom?
- What are its aims and responsibilities?
- What decisions, plans or materials can members influence?
3. Membership
Set out who can join and how the group will include relevant perspectives.
Questions to consider
- Who is membership open to?
- Are there limits on the number of members?
- How will people with relevant lived experience be included?
- Will representatives from other organisations be invited?
- How long will membership last, and can a term be extended?
4. Accountability and review
Explain how the group’s activity will be connected to the wider project and when the arrangement will be checked.
Questions to consider
- Who needs to receive updates on the group’s work?
- How will members hear what has happened as a result of their input?
- How often will the group review its purpose, value and terms of reference?
5. Ways of working
Agree practical arrangements that support respectful, productive collaboration.
Questions to consider
- What approach will the group use, such as shared learning or discussion-led meetings?
- Will smaller task groups be needed?
- How will meetings be arranged, chaired and supported?
- How will agenda topics and meeting papers be shared in advance?
- Will meetings include time for small-group discussion or alternative ways to contribute?
- When might non-members be invited to a meeting?
6. Information, resources and key terms
Set out how information will be shared and how sensitive material will be handled.
Questions to consider
- How will members share information and resources?
- How will confidential material and copyright questions be identified and managed?
- Will there be a shared online space, and who will maintain it?
- Which key terms need a plain-English definition?