Committee list format: what the record should contain

A committee register is not complicated. It is six columns. The difficulty is keeping it current and letting everyone see it.

Short answer. A committee record needs: member name, month, amount due, amount paid, date paid, and proof. Add one more line for who took the pot that month. Anything less and you cannot settle a disagreement; anything more and it stops getting filled in.

The columns

Column	Why it is there
Member	Who the row belongs to
Month	Which collection it settles — not the date it was paid
Amount due	So a part payment is visible as a part payment
Amount paid	The figure actually received
Date paid	Settles "I paid on time" without anyone remembering
Proof	The screenshot, the receipt, or "cash, recorded by [name]"

Month and date paid are two different things and both are needed. Somebody paying October's contribution on the 3rd of November has paid October, late — one column cannot say that.

The other line

Each month also needs a line for the pot: who received it, how much, and on what date. Committees that record contributions carefully and hand-overs casually end up unable to prove the thing that matters most.

A month, written out

Member	Month	Due	Paid	Date	Proof
Ayesha	Sep 2026	5,000	5,000	4 Sep	Transfer receipt
Bilal	Sep 2026	5,000	5,000	5 Sep	Transfer receipt
Sana	Sep 2026	5,000	3,000	5 Sep	Part payment, 2,000 outstanding
Omar	Sep 2026	5,000	5,000	7 Sep	Cash, recorded by Ayesha
Pot for September: PKR 18,000 collected of 20,000 · handed to Bilal on 8 Sep

Why a shared list beats a register

A paper register is accurate and invisible. Every question about it has to go through whoever holds it, which makes the organiser a bottleneck and, if things sour, the only person who can be blamed. A list every member can open answers most questions before they are asked — and protects the organiser more than anyone.

Common questions

Should the list be public to all members?

Within the committee, yes. Every member seeing every other member's status is the point — it is what removes the organiser from the middle of every question.

How long should the record be kept?

Until well after the committee ends. Disputes about a committee usually surface when someone is asked to join the next one.

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