A constitution is the written set of rules a club runs by: who can join, who makes decisions, how money is handled and how the rules change. Most small UK clubs are unincorporated associations, which means a group of people who have agreed to run something together under a set of rules. This guide explains the clauses a small club's constitution normally covers, in plain English, so you can draft one or review the one you have.
This is general information, not legal advice, and it is not a ready-made legal document. Have your draft checked by a solicitor, your national governing body, your local council for voluntary service or, if you are a charity, compare it with the Charity Commission's model governing documents.
What "unincorporated" means for your club
An unincorporated association has no separate legal identity from its members. In practice that means the club cannot, for example, sign a contract in its own name in the way a company can; committee members usually sign on behalf of the members, and there can be personal liability if something goes wrong. Some clubs decide to incorporate, for example as a company limited by guarantee, a community interest company or a charitable incorporated organisation (CIO), to get a separate legal identity. That is a bigger step with its own rules, so take advice before choosing it.
If your club's aims are charitable, there are further rules. In England and Wales, a charity with income above a threshold must register with the Charity Commission, and CIOs register by design. Check the current threshold and rules on the Charity Commission website. The Commission publishes model governing documents for charitable unincorporated associations and others, and they are a reliable starting point for wording.
The clauses most small clubs need
You do not need many pages. Most small club constitutions have these sections.
1. Name
The club's name, and optionally a short form. Check nobody else is using a confusingly similar name locally, especially if you plan to register a domain or open a bank account.
2. Aims (or objects)
One or two sentences about what the club is for. "To promote participation in [activity] for the benefit of the community in [area]" is typical. If you plan to register as a charity, the aims need to be charitable, so this is where advice matters most. Keep the aims broad enough that you will not need to change them when you add a new activity.
3. Membership
Say who can join, how people apply, who approves them, and whether there are different classes (full, junior, family, social, honorary). State whether members under a certain age can vote. Add a clause on when membership ends: resignation, non-payment of fees after a stated period, or removal under the disciplinary clause. If you set fees, say who decides them; see how much to charge for club membership.
4. Equality and inclusion
Many clubs include a clause saying membership is open to all without discrimination, apart from any exceptions the law allows. Check the Equality Act 2010 and your governing body's guidance if you are single-sex or restricted by age or disability. Take advice if you are unsure.
5. The committee
State how many members the committee has, which officers it must include (chair, secretary, treasurer are common), how long they serve, whether they can stand again and how casual vacancies are filled. State what the committee can decide between general meetings, and what must go to the members.
6. Committee meetings
How often, how much notice, and the quorum. A quorum of three or a third of the committee, whichever is greater, is a common arrangement, but pick what suits you. Say how decisions are made (usually a majority, with the chair having a casting vote) and whether meetings can be held online.
7. General meetings and the AGM
Say that an annual general meeting will be held each year, the notice period, the quorum, who can vote and what the AGM must do (receive reports, elect the committee, approve accounts). Add how a special general meeting can be called, for instance by a stated number of members writing to the secretary. For a full walk-through, see how to run an AGM.
8. Finance
This is the clause banks and funders look at. Cover:
- The club's money is used only for its aims.
- The bank account is in the club's name, with named signatories (at least two, ideally not related).
- The treasurer keeps proper records and presents accounts at the AGM.
- Whether accounts need independent examination or audit.
- The financial year-end.
9. Conduct, complaints and discipline
A short process for dealing with complaints and, if needed, removing a member: written notice, a chance to respond, a decision by the committee, and a right of appeal to a general meeting. A clear process protects both the club and the member.
10. Safeguarding and data protection
If you work with children or adults at risk, say that the club will adopt and follow a safeguarding policy. A line committing the club to handle personal data lawfully and publish a privacy notice is also sensible; see GDPR for small clubs and charities.
11. Changing the constitution
Set out how it can be amended: usually a general meeting, with notice of the proposed wording and a high majority such as two thirds of those voting. Include the rule that amendments must not change the aims in a way that stops the club being a charity, if you are one.
12. Winding up (dissolution)
If the club closes, what happens to the money and assets left after debts are paid? For a charity, remaining assets must go to another charity with similar aims. For a non-charity, many clubs name another club or a local community cause. Do not share assets among members unless you have taken advice; this clause is easy to get wrong.
A skeleton you can adapt
Use this as a structure, not as legal text:
Constitution of [name] 1. Name 2. Aims 3. Membership and fees 4. Equality 5. The committee: composition, terms, powers 6. Committee meetings and quorum 7. Annual and special general meetings 8. Finance and accounts 9. Conduct, complaints and discipline 10. Safeguarding and data protection 11. Amending this constitution 12. Dissolution Adopted at a general meeting of the members on [date]. Signed: [Chair] [Secretary]
Fill each section from a trusted template rather than inventing wording from scratch. Your sport's governing body, your local council for voluntary service, and the Charity Commission publish ones you can compare against.
Adopting it properly
A constitution only counts if the members have adopted it. Circulate the draft, put adoption on the agenda of a general meeting, record the vote in the minutes, and have the chair and secretary sign and date the final copy. Keep the signed version with the club records. If you are changing an existing constitution, follow its amendment clause exactly, including the notice period and majority required.
Where to publish it
Members, funders and prospective sponsors will ask to see the constitution, so put it on your website. A "Governance" or "About us" page with a PDF of the constitution, the committee roles, the AGM date and a contact email is enough. Our guide to what pages a community group website needs lists the others. If you have not built a site yet, Natterio has a free plan (a live 3-page site on a Natterio subdomain, no card) and paid plans from £7 a month, but any host will do.
Review the constitution every few years. Clubs change, and a document that has not been looked at since the club was founded is the one that causes arguments.