Document requirements vary by club, share class and owner type. This checklist is a preparation aid, not a substitute for the club’s current transfer instructions or professional advice.
Documents that describe the interest
- Original share certificate or current evidence of the membership interest
- Club record showing the exact share or membership class
- Registered owner details and, where relevant, nominee details
- Club bylaws, membership rules or current transfer checklist
Names, certificate numbers and class descriptions should agree across the records. Any mismatch should be resolved before money or sensitive documents change hands.
Seller identity and authority
An individual seller will usually need valid identification and signatures that match the club record. Estates, spouses, attorneys-in-fact and other representatives may need additional authority. A corporate owner can require board resolutions, secretary’s certificates, incumbency records and proof that the signatory can bind the company. For a deceased registered owner, use the inherited club-share guide to separate estate authority, tax and eCAR evidence, club clearance and membership approval.
Club account and clearance records
- Latest statement of account
- Evidence of paid dues and assessments
- Club clearance or the process for obtaining it
- Current transfer, application and nominee-change fee schedule
- Information about pending disciplinary or account issues, where relevant
Buyer application materials
Private clubs may request an application, government identification, photographs, references, financial or professional information, interviews and endorsements. Corporate nominees can require employment or relationship evidence. Collect only what the club actually requires and transmit sensitive information through a controlled channel.
Transaction and closing records
- Written offer or agreement identifying the exact interest
- Conditions for verification, clearance and club approval
- Allocation of transfer fees, taxes, arrears and professional costs
- Deposit, payment and refund mechanics
- Endorsement, deed or assignment forms required by the club
- Receipt and confirmation of the updated club record or certificate
Privacy and fraud precautions
Do not publish certificates, IDs, signatures or account statements in an open listing. Watermark review copies where appropriate, verify the recipient and keep an audit trail. Independently confirm club instructions through an official channel before sending money or relying on emailed payment details.
The safest checklist is the one reconciled against the club’s current process, the specific ownership class and the circumstances of both parties.
Read our research and corrections policy.
Educational information only. Verify current club requirements and obtain appropriate professional advice for your circumstances.