# Club committee handover checklist

Use this at each officer change. Record the location of records and the person responsible—never put passwords, recovery codes, payment-card details or member lists in this checklist.

## 1. People, roles and access

- [ ] List outgoing and incoming officers, roles, and effective dates.
- [ ] Confirm each incoming officer can access only the accounts and records needed for their role.
- [ ] Transfer ownership using each service's official account controls; do not share personal passwords.
- [ ] Remove outgoing officers' access after the agreed transition, including email, banking, membership software, website, domain registrar, social platforms and cloud storage.
- [ ] Replace recovery contacts and multi-factor authentication methods with club-controlled contacts.
- [ ] Confirm access removal with a second authorised officer and record the date.

## 2. Membership and safeguarding records

- [ ] Identify the authoritative member register, its owner, last-updated date and export process.
- [ ] Explain member statuses, plan names, renewal dates, household/guardian relationships and any known data-quality issues.
- [ ] Hand over consent and communication-preference records with restricted access.
- [ ] List retention and deletion rules and any pending access/correction requests.
- [ ] Keep junior-member and safeguarding information to authorised people; do not copy sensitive details into general meeting minutes.

## 3. Money and recurring commitments

- [ ] Reconcile current bank balance, unpaid invoices, refunds and outstanding reimbursements.
- [ ] Document membership fees, due dates, fee changes approved by the committee and remittance obligations.
- [ ] Identify who can view payment reports and who can authorise payouts or refunds.
- [ ] List renewals for domains, insurance, venue hire, software and other subscriptions.
- [ ] Record processor and bank contacts, but transfer credentials only through approved secure account recovery.

## 4. Operations, calendar and decisions

- [ ] Share the next 90 days of events, renewal dates, deadlines and committee meetings.
- [ ] Record open actions, decisions, risks, vendor contacts and unresolved member issues.
- [ ] Identify where policies, minutes, contracts and templates are stored.
- [ ] Confirm ownership of the club email address, website, social pages and public contact details.
- [ ] Schedule a short follow-up after the first month and document any access or process gaps.

## Sign-off

Outgoing officer: [name / role / date]  
Incoming officer: [name / role / date]  
Independent access check by: [name / role / date]  
Outstanding actions and owner: [action / owner / due date]