Records you should keep

Information you'll need to refer to

The details you’ll need to record and keep will depend on the size and structure of your society, and the activities it undertakes.

A register of members

The Incorporated Societies Act 1908 requires that every society keep a register of its members. For each member the register should record:

  • their name
  • their address
  • the date they became a member.

The Registrar may ask you to provide a list of all your members, and for that list to be verified by an officer.

Financial records

There are a number of documents and records you’ll need in order to complete your annual financial statements. These may include:

  • a numbered receipt book and duplicate copy
  • a bank deposit book
  • used cheque books
  • all bank statements
  • all invoice and payment authorisations
  • a receipts and payments journal
  • a petty cash payments book.

All help topics

Getting started on the register 6 guides

Find out about incorporated societies and the Incorporated Societies Register, and what's needed to register and maintain an incorporated society in New Zealand.

Searching the Incorporated Societies Register 2 guides

Find out how to search our registers for information about incorporated societies, and other business entities

Starting an incorporated society 5 guides

To incorporate a society in New Zealand you must submit an application, along with the required documents, and pay a registration fee.

Running your incorporated society 7 guides

Once you’ve registered, you’ll need to keep your details on the register up to date, and follow the rules that apply to incorporated societies and how they are run.

Keeping society details up to date 8 guides

Once you've registered your incorporated society, you'll need to file annual financial statements and update other society details when they change.

Ending an incorporated society 2 guides

When an incorporated society reaches the end of its 'life', it must be wound up and removed from the register. There are two ways this can be done – by dissolving the society, or having it liquidated.

Restoring an incorporated society to the register 2 guides

An application can be made to us to have an incorporated society restored to the register, by the society itself, or by a creditor. You'll need to provide evidence to support your application.

Forms and fees 3 guides

Forms you'll need to register your incorporated society and keep it up to date, along with a schedule of fees payable.

Managing your online account 7 guides

Your online services account allows you to update and manage personal and organisation account details from your online dashboard.