Membership Waiting List Register

Who this is for

A fair queue for limited places. Each applicant goes on a numbered line with the date they joined the list, and when a place comes up the offer, the reply and the date they came off the list are written alongside. Anyone asking where they stand can be given a straight answer.

Membership secretaries of clubs, allotment societies, choirs and groups where demand for places is greater than the room available.

What this helps you track

• The section or category the list is for and the places it has
• Each applicant's position and the date they were added
• The membership type each applicant is waiting for
• Offers made, the reply received and the date of removal
• How many are still waiting and how long the longest wait is

How to use it

1. Write the organisation, the section or category, the places it holds and who keeps the list.
2. Add each applicant on the next line in the order their request arrived, with the date.
3. When a place comes up, offer it to the first person still waiting and write the date offered.
4. Record the reply as accepted, declined or no reply, and the date they came off the list if they did.
5. Tick the waiting column only for people still in the queue; the browser version counts them.
6. Follow your group's own rules on how long to wait for a reply before moving on.

Formats

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

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 online version keeps what you enter in your own browser and builds the completed PDF on your device.

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

How long should someone have to accept an offer?

That is for your committee to decide and write into your rules. The register has no deadline built in; note the period your group uses at the top or in the notes and apply it the same way to everyone.

What if someone declines but wants to stay on the list?

Record the decline, then either leave their position as it is or move them to the bottom with a new date, whichever your rules say. Note what you did in the notes so it can be explained later.

Can we keep separate lists for different sections?

Yes. Use one sheet per section or membership category so each has its own order and its own count of places.

How is the longest wait worked out?

The browser version counts the days from the earliest date added on the sheet to today. Once earlier applicants are removed, start a fresh sheet or clear their lines so the figure stays accurate.