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Diwali contribution circular: collecting society funds transparently

Asking neighbours for money is the most delicate notice a committee sends. Done well, it is a short circular that tells people what the money is for, how much, where to pay and how they will see the accounts. Done badly, it starts a WhatsApp argument that outlasts the festival. The difference is mostly in decisions made before the circular is written.

Decide before you ask

Budget first, amount second. List the expected costs (decoration, lights, sound, food, prizes, cleaning, staff gifts if they are part of the collection) and arrive at the per-flat figure from that. Residents accept an amount far more easily when the circular shows roughly what it covers.

Voluntary or fixed. Many societies keep festival contributions voluntary; some have a general body decision to collect a fixed amount or fund events from the maintenance budget. Follow what your bye-laws and general body have decided, and use wording that matches it exactly. If it is voluntary, say "voluntary" and mean it: no lists of who has not paid, no pressure in the group.

One way to pay, in the society's name. Ask for payments to the society's bank account or a UPI ID registered to the society, not to a committee member's personal account wherever that can be avoided. If cash must be accepted, name one person who collects it and issues a receipt for every payment.

A treasurer for the event. One person keeps the collection record (flat number, amount, date, mode) and the expense record with bills. Two people should review it before it is shared.

Writing the circular

Keep it to five things: the purpose, the suggested or fixed amount, how to pay, the deadline and the promise of accounts. Add a line that families who do not celebrate, or cannot contribute, are still welcome at the event, if that is your society's intent. If sponsors or a stall vendor are contributing, mention it so residents know the full picture.

Avoid wording that implies a legal obligation the committee has not got. "All flats must pay" in a circular is not the same as a general body resolution, and residents will ask which one it is.

The accounts statement

Share a simple statement within a couple of weeks of the event: total collected, number of contributing flats, expenses by category with totals, and the balance. Say what happens to any surplus (carried to next year's festival, moved to the society fund, or something else the committee has decided) and how residents can see the bills. A statement that arrives on time is what makes next year's circular easy.

Keep the records

File the collection sheet, bills and statement with the society's records. If your society is audited, the auditor may ask for them, and next year's committee will thank you for a realistic budget to start from.

Free sample notice

Subject: Diwali Celebration 2026 - Voluntary Contribution Dear Residents, For our Diwali celebration on [Date], the committee has estimated a budget of about Rs [amount] for decoration, lights, sound, food, kids' prizes and cleaning. We request a voluntary contribution of Rs [amount] per flat. Any amount is welcome, and every resident is welcome at the celebration whether or not they contribute. How to pay: - Bank transfer / UPI to [Society Name] - [Account details / UPI ID in the society's name] - Please add your flat number in the payment note. - Cash, if needed: [Name, Flat No.], who will issue a receipt. Please contribute by [Date]. A statement of collections and expenses will be shared with all residents by [Date], and bills can be seen with [Treasurer Name]. Regards, [Name], Treasurer, on behalf of the Managing Committee Date: [Date]

Copy it, replace every [bracket], and read it once more against your own society's decisions before posting.

Checklist for the committee

☐ Budget estimated before the amount is announced.
☐ Wording (voluntary or fixed) matches bye-laws or the general body decision.
☐ Payments to the society's account or a UPI ID in the society's name.
☐ One named cash collector issuing receipts, if cash is accepted.
☐ Collection record kept: flat, amount, date, mode.
☐ Every expense backed by a bill or a signed note.
☐ Accounts statement shared by the promised date, surplus use stated.
☐ Records filed with the society's papers for audit and next year.

Planning aid, not legal advice. This guide is a planning aid for society committees, not legal advice. Rules on firecrackers, noise, fire safety and use of common areas are set by courts, state governments, police and municipal authorities, and by your own society's bye-laws. They change, sometimes every year. Always check the current official order for your city before you post a notice.

Want the whole set ready?

The NoticeKart Society Diwali Packet has 8 ready notices in English, हिन्दी, मराठी and ಕನ್ನಡ, a 21-day committee plan, and volunteer, vendor, budget, kids' and safety sheets, editable in Google Docs / Sheets. See what's inside · ₹349 one-time.