Club Asset and Insurance Register

Who this is for

A list of everything the group owns. Each item has its cost, where it is kept and by whom, how it was paid for and the value it is insured at, so the treasurer can answer the insurer at renewal and report the totals to the committee.

Treasurers and secretaries of clubs, small charities and community groups whose equipment is spread across a hall, a store and members' garages.

What this helps you track

• Every item the group owns, with a serial number or ID mark
• Where each item is and which member is looking after it
• What it cost and whether a grant, a purchase or a gift paid for it
• The value each item is insured at, and the total for renewal
• Items disposed of, and when

How to use it

1. Write the organisation, the date of the register, who keeps it and the insurer and policy reference at the top.
2. List each item on its own line with a category and any serial number or ID mark you have put on it.
3. Record where it is kept or which member holds it, the date acquired and what it cost.
4. Note how it was funded, so grant-funded items can be reported on, and enter the insured value from your own schedule.
5. When an item is sold, scrapped or given away, enter the disposal date rather than deleting the line.
6. Check the totals before each insurance renewal; they are worked out in the browser and the workbook.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What insured value should we put down?

The value your policy uses for that item, from your own schedule or your insurer. The sheet does not suggest one; it simply totals what you enter so the figure can be checked against the cover you hold.

Why record who funded each item?

Funders sometimes ask what their grant bought and whether it is still in use, and gifted items may come with conditions. A funded by column makes both questions quick to answer.

Should small items go on the register?

That is for your committee to decide. Some groups list everything that leaves the building; others set their own lower limit and note it on the sheet so the next treasurer knows.

How is this different from a hall equipment inventory?

An equipment inventory is usually about what is in one room and its condition. This register is the treasurer's view across everything the group owns, with cost, funding and insurance.