Subs Arrears and Reminder List

Who this is for

Who still owes their subs, and what has been done about it. Each member in arrears gets a line with what was due, what has come in, how long it has been outstanding and the dates the reminders went out.

Membership secretaries and treasurers chasing unpaid subscriptions, and committees that want a clear list before deciding what to do about lapsed members.

What this helps you track

• Every member whose subs are unpaid or part paid
• The balance each one still owes
• How many days have passed since your due date
• When the first and second reminders were sent, and what happened
• The total in arrears and the share of members who have paid

How to use it

1. Write the organisation, the subs year, the due date your club set and your name, and enter how many members you have in total.
2. Add a line for each member who had not paid in full by the due date, with their membership type and the amount due at your own rate.
3. Record payments in the paid column as they arrive; the balance and days overdue are worked out in the browser and the workbook.
4. Write the date each reminder goes out, and the outcome once there is one — paid, promised, left, or passed to the committee.
5. Tick cleared when the balance reaches nothing, so the counts in the summary stay right.
6. Bring the list to committee meetings and agree what happens to members still in arrears under your own rules.

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

How is days overdue worked out?

It counts from the due date in the header to today, and shows nothing once the balance is cleared. On paper, count the days by hand on the day you update the list.

Should every member be on the list?

Only those who had not paid in full by the due date. Enter your total membership in the header and the summary works out the share who have paid from that.

When should reminders be sent?

That is for your committee or constitution to decide. The sheet has two reminder dates and an outcome column, but it does not suggest a timetable or a point at which membership lapses.

Can I record part payments?

Yes. Enter what has been paid so far and the balance column shows what is left. If a member pays in several instalments, overwrite the paid figure with the running total.