Chama Membership Application Form Template (Free Download)

Every new chama member should fill in a membership application form. It records who they are and who their next of kin is, confirms that they have read and accepted the group's rules, and sets out what they must pay to join. It also gives the secretary everything needed for the member register and for registration renewals.

Below is a free chama membership application form template. Copy it and add your group's name and amounts.

Download: chama membership application form (Word, .docx)

Why a membership form matters

• Next of kin on record. Without one, a deceased member's savings can be stuck for months.
• Proof the member accepted the rules. The signed declaration ends "I never agreed to that" arguments. See our sample chama rules and regulations.
• Accurate contact details for notices, M-Pesa payments and statements.
• Registration paperwork. Registration offices and banks ask for member lists with ID numbers. See how to register a chama.

Chama membership application form template

Part A: Applicant's details

Group name: [Group Name] Self-Help Group
Full name: ______________________
National ID number: ______________ Date of birth: ______________
Phone number (M-Pesa): ______________________
Alternative phone or email: ______________________
Residence / town: ______________________
Occupation: ______________________

Part B: Next of kin

Full name: ______________________
Relationship: ______________ ID number: ______________
Phone number: ______________________

Part C: Dependants (for welfare benefits, if your group has them)

1. Name: ______________ Relationship: ______________
2. Name: ______________ Relationship: ______________
3. Name: ______________ Relationship: ______________
4. Name: ______________ Relationship: ______________

Part D: Introduction

Introduced by (existing member): ______________ Member no: ______
Signature of introducing member: ______________

Part E: Joining payments

Registration fee: KES ________
Catch-up contribution (if joining after the group started): KES ________, payable within ______ months
Monthly contribution: KES ________, due by the ______ of each month
Welfare contribution (if any): KES ________ per month

Part F: Declaration

I apply to join [Group Name]. I have read and accept the group's constitution and by-laws, including the rules on contributions, fines, loans, welfare, exits and dissolution. I agree to pay my contributions on time and to attend meetings. I confirm that the information I have given is true.

Applicant's signature: ______________ Date: ______________

Part G: For official use

Application considered at the meeting held on: ______________
Decision: [Approved / Not approved]
Member number allocated: ______________
Registration fee received: KES ________ Reference: ______________

Chairperson: ______________ Signature: ______________
Secretary: ______________ Signature: ______________

How to process new members

1. Give the applicant your constitution and by-laws before they sign. Our constitution template covers what to include.
2. Approve at a meeting as your rules require, and record it in the minutes.
3. Allocate a member number and ask the member to use it as the account reference for every M-Pesa payment.
4. Collect the registration fee into the group account, never to an official's phone.
5. Add the member to the register and file the signed form with the secretary.

Frequently asked questions

What should a chama membership form include?

The applicant's personal and contact details, next of kin, dependants if the group has welfare benefits, who introduced them, the joining payments, a signed declaration accepting the rules, and a section for officials to record approval and the member number.

Should new members pay a catch-up contribution?

Many investment and table banking chamas require it, so that a new member does not share in profits built from savings they did not contribute. Write the amount and deadline into your rules.

Can a chama refuse a membership application?

Yes. Membership is decided by the members under the group's rules, often by a majority vote at a meeting.

Add members in minutes with ChamaPoint

In ChamaPoint, our chama management system, officials add members one by one or import the whole list from Excel, each with their own member number and contact details. Members then see their own contributions, loans, fines and welfare on the ChamaPoint Android app, the web portal or USSD, and their M-Pesa payments post to their account automatically. Start a 7-day free trial. No card is required.