Society Chairman & Secretary Monthly Checklist (2026)
Most housing society committees are volunteers with full-time jobs. Nobody hands the new chairman or secretary a job description. They inherit an Excel file, a receipt book and admin rights on a WhatsApp group.
This checklist breaks the month into four weeks. For each task it shows who owns it and whether software can do it for you. It works for apartments, bungalow societies and RWAs of any size.
Who does what: the three roles
| Role | Owns | Should not be doing |
|---|---|---|
| Chairman / President | Decisions, spending approvals, complaint escalations, chairing meetings | Chasing individual payments |
| Secretary | Member register, notices, agendas, minutes, correspondence | Retyping the same notice in three groups |
| Treasurer | Bills, collections, receipts, bank reconciliation, audit | Matching UPI screenshots to a bank statement |
Week 1: billing and collections
- Raise the month’s maintenance bills (treasurer). Automate: bills generate from the bill heads on a fixed date.
- Share a payment link with every home (treasurer). Automate: UPI link on the bill, receipt issued on payment.
- Record cash and cheque payments (treasurer). Keep manual, but in the same register, so every rupee has a receipt number.
- Review last month’s closing balance (chairman + treasurer, 15 minutes).
Week 2: notices and complaints
- Publish notices: water, security, maintenance work, festival plans (secretary). Automate: one notice goes to app, email and WhatsApp with read status.
- Review open complaints (chairman). Anything older than 7 days gets a name and a date. Automate: complaint tickets with photos, owner and status.
- Update the member register for new owners, tenants and vehicles (secretary).
Want this checklist as a one-page PDF?
We’ll send it on WhatsApp so you can share it with your committee.
Week 3: follow-ups and vendors
- Send a polite reminder to pending homes (treasurer). Automate: reminders before and after the due date, so no committee member has to call a neighbour.
- Pay vendors (security, housekeeping, garden, lift AMC) and file bills (treasurer, chairman approves).
- Check the defaulter list (chairman). Decide in the committee meeting, not in the group, what happens at 60 and 90 days.
Week 4: meeting, minutes and books
- Hold the committee meeting with a written agenda (secretary prepares, chairman chairs).
- Record attendance and minutes (secretary). Automate: attendance and minutes saved with the meeting, shared the same day.
- Reconcile the bank statement (treasurer). Automate: online payments are already matched, so only cash and cheque need checking.
- Share a one-line summary with residents: collected, spent, pending, open complaints. Transparency stops most arguments before they start.
Once a year
- AGM notice, quorum, attendance and minutes. Use the AGM checklist.
- Audit: the year’s receipts, expenses and member ledger as exports.
- Handover to the next committee: the register, the books and the decisions, in one place, not on someone’s phone.
How much time this saves
At Manthan Greens, a 30-bungalow society in Ahmedabad, the treasurer’s monthly work dropped from about 10 hours to under 2 hours after moving bills, receipts and reminders to Associan. On-time maintenance went from 63% to 93% in three billing cycles.
The goal is not to remove the committee. It is to stop volunteers doing clerical work so they can make decisions.
FAQ
What does a housing society chairman do every month?
Reviews collections and pending dues, approves spending, follows up open complaints, chairs the committee meeting and makes sure decisions are recorded.
What are the secretary’s main responsibilities?
Keeping the member register current, issuing notices, preparing meeting agendas and minutes, and handling correspondence on behalf of the society.
Which committee tasks can be automated?
Bill generation, payment reminders, receipts, the defaulter list, notice delivery with read status, complaint tracking and attendance. Decisions and approvals stay with the committee.
Is software worth it for a small society?
Usually yes, because in a small society one or two volunteers carry all the work. See the Manthan Greens case study for a 30-home example, and pricing for small-society plans.