Key takeaways
- Guidelines explain the whole community. Group rules cover one chat.
- Write how introductions and personal data are handled, in plain words.
- Include a way to appeal a decision, and who reviews it.
- Date the document and tell members before it changes.
Community guidelines template to copy
[Community name] community guidelines Last updated: [date] 1. Why we exist [Community name] brings together [who] so that [purpose]. These guidelines explain what you can expect from us and what we expect from you. 2. Who can join Membership is open to [criteria]. [Membership is paid / by invitation / free.] Organisers may decline or end a membership that doesn't meet these criteria. 3. What we value - Generosity: help before you ask. - Trust: what is shared in the community stays in the community. - Directness: say clearly what you need, and say no politely. - Respect: challenge ideas, not people. 4. How we communicate - Our groups: [list each group and what it is for]. - Announcements come from [channel]. - Private requests: [how members ask for help privately, if you offer this]. 5. Introductions and referrals - We introduce members only when both people agree. - If you agree to an introduction, reply within [timeframe], even if the answer is no. - Never add someone you met here to a broadcast list, a marketing list or another group without asking them. - Tell us how introductions go, so we can make better ones. 6. Privacy and personal data - We collect [what] to [purpose]. Our privacy notice: [link]. - Don't share another member's contact details, messages or screenshots without their permission. - To get a copy of your data or have it deleted, [how to ask]. 7. Selling and promotion [Your policy, e.g. one promotional post a week on [day] in the main group; no direct pitches to members who haven't asked.] 8. Conduct we don't accept Harassment, discrimination, threats, spam, misleading claims and sharing other people's personal information. 9. If something goes wrong Tell [organiser name or email] privately. We'll hear from everyone involved before deciding. Outcomes range from a private reminder to removal from the community. If you think we got it wrong, write to [contact] within [period] and someone not involved will review it. 10. Changes We'll tell members before these guidelines change. Staying in the community after a change means you accept the new version.
Community guidelines or group rules: which do you need?
| Community guidelines | Group rules | |
|---|---|---|
| Covers | The whole community: membership, values, privacy, appeals | One WhatsApp group: topic, promotions, replies |
| Length | One to two pages | Five to ten short lines |
| Where it lives | Website, onboarding email or a shared document | Group description and a pinned message |
| When members see it | When they join or renew | Every time they open the group |
Most communities need both. For the short version, use the WhatsApp group rules template or the group rules generator.
How to adapt the guidelines
- Rewrite the values in your own words. Four you actually act on are better than ten borrowed ones.
- Be exact about promotion. Members follow a clear allowance more readily than a vague ban.
- Make section 6 match what you really collect. If you use a tool to hold member profiles, say so in your privacy notice.
- Name a real person for complaints and appeals, and make sure they are not the only decision maker.
- If your community is paid, add what happens to fees when a membership ends.
Mistakes to avoid in community guidelines
- Copying a large platform's terms. Members won't read legal language, and it rarely fits a small network.
- No appeal route, which makes every removal look personal.
- Promising privacy you can't deliver, such as "your number will never be shared" in a group where every member can see it.
- Writing guidelines once and never updating them as the community grows.