Free Template
Membership Contract Template
Updated August 26, 2025
Membership Made Easy: Create clear and fair membership contracts to define benefits, set terms, and build trust with your members.
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A Membership Contract is a legal agreement between an organization and its members that outlines the benefits provided by the organization, member responsibilities, membership duration with renewal or cancellation terms, fees and payment schedule, privacy and liability provisions, and how any changes are handled.
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Running a gym, professional association, or social club? You need a membership contract that’s crystal clear and official. It lays out who gets to do what, who’s responsible for what, and all the details about the partnership. In this article, we'll break down:
- What a membership contract is, why you can't live without it, and who needs one (hint: it's not just for gyms!)
- How to structure the contract for success
- How to make it official effortlessly with tools like Butterscotch
A membership contract is like a team agreement. It keeps everyone informed and helps prevent confusion. Now, let’s jump in!
What is a Membership Contract?
Imagine joining a club or organization with no clue about the rules. It would be pretty confusing, right? A membership contract is a simple agreement between an organization and its members that explains everything.
The contract covers what members get (perks, benefits, etc.), what's expected of members (responsibilities, obligations, etc.), and what the organization promises to do (their end of the deal)
Having a solid contract is like having a strategy for a game. A contract helps the organization and its members learn the rules of the game. It stops confusion and mix-ups, makes everything official and lawful, and helps the organization operate smoothly and effectively. No surprises, just a lot of nodding and maybe a few awkward smiles!
Who Needs a Membership Contract?
If your club or organization offers cool stuff to its members, like perks or services, a membership contract is a must-have! It’s like a handshake that says, “We’re in this together.” Here are some examples of groups that need membership contracts:
- Gyms and Fitness Centers: Set the rules for memberships, payments, and how to use the gym.
- Professional Associations: Define what members can do, like access resources, attend events, and network.
- Social Clubs: Set the guidelines for joining, paying dues, and how members should behave.
- Subscription Services: Outline the services provided, how much it costs, and how to cancel your membership.
- Nonprofits and Charitable Organizations: Define what members get, what they’re expected to do, and their rights.
Basically, if your group offers something to its members, a membership contract is a good idea!
How Should the Contract Be Structured?
Here’s what your membership contract should cover:
- Membership Benefits: List what members get for joining. Things like gym access, class discounts, or special events. Example: "Members can use the gym anytime it's open and save 10% on fitness classes."
- Membership Fees: Spell out fees such as the monthly/yearly dues and if there are any sign-up charges. Also, include when payments are due. Example: "Dues are $50 a month due on the 1st. There's a $100 enrollment fee when you sign up."
- Duration of Membership: Define whether it's a month-to-month or a year-deal, including if it's automatic renewal and how to cancel. Example: "Memberships last a year and auto-renew for another year unless canceled 30 days before."
- Cancellation and Refund Policy: Explain the rules for canceling a membership and any refund policies. Example: "Members can cancel with 30 days' notice. Refunds are based on time left on the membership."
- Member Obligations: Outline members responsibilities, like following club rules, keeping payments up to date, and being respectful. Example: Members must abide by the gym code of conduct and keep their payment information current."
- Termination of Membership: State when the organization can end someone's membership, like for missed payments or breaking rules. Example: "The gym can terminate memberships for non-payment or policy violations."
- Liability Waiver: Include a waiver releasing the club from responsibility for injuries or damages.
- Confidentiality and Privacy: Explain how personal info will be handled and not shared without permission.
- Amendments to the Contract: Include a clause that lets the club update the terms with advance notice to members.
How to Create a Membership Contract With Butterscotch
Tired of dealing with paperwork? Simplify your membership contract drafting process with Butterscotch's customizable templates! Here's why you'll love us:
- Templates On Demand: Add the info you need, change whatever sections don't work, and make the template fit your needs. You can even personalize your contract by adding your personal branding.
- Send with a Click: Forget printing, scanning, and mailing. Securely send contracts electronically!
- Electronic Signatures: Get them signed with electronic signatures by all parties from anywhere.
- Easy Tracking: Monitor the status of every contract at a glance. No more wondering when someone's viewed or signed your document.
- Payments Made Easy: Streamline your finances! Integrate payment solutions directly with Butterscotch. Collect deposits and payments electronically, keeping your cash flow flowing smoothly.
- Centralized Storage: All your documents are securely stored in one digital location, accessible anytime, anywhere.
A membership contract helps everyone understand their roles and responsibilities, keeping things running smoothly. With Butterscotch, whipping up, managing, and gathering signatures for your membership contracts is as easy as pie, keeping your organization running like a pro and looking sharp!
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Membership Contract
Jim Clark Co.
AGREEMENTThis Membership Contract ("Agreement") is made and entered into on ("Effective Date") by and between:
Organization (legal name):
Primary contact name/title:
Address:
Phone: Email:
Member (full legal name):
Address:
Phone: Email:
Emergency contact (name/phone):
Membership Term & Renewal
Start date: End date:
Renewal Type: Auto-renews every (months) unless either party gives days’ written notice of non-renewal; Renews only by mutual written agreement.
Notice period for termination without cause: days.
Tier & Access
Tier (choose one): Basic Standard Premium Other:
Core access/benefits (hours/locations/privileges):
Any limitations or blackout dates:
Fees & Payment
- Dues: $ per month quarter year, billed on (day/date).
- One-time enrollment fee (if any): $.
- Payment method(s): Card ACH Check Other:
- Late charges: $ or % after days late. Returned payment fee: $.
Privacy & Communications
- Preferred communications: Email Text/app Phone
- Marketing messages: Opt-in Opt-out
Insurance: Not required by the Organization; Required by the Organization—type/limits:
Governing Law & Dispute Forum
Governing law (state/country):
Dispute forum (choose one): Binding arbitration administered by , seated in ; Litigation in the Courts of .
Liability cap lookback (months of dues):
Attachments Acknowledged
Policies/Handbook (incorporated by reference) Holiday/Closure Calendar
TERMS & CONDITIONS
- Purpose, Rules, and Guidelines. The Organization exists to advance the purpose described in its published policies and handbook. The Member will comply with all rules, codes of conduct, safety directives, and lawful instructions as reasonably updated with notice. Material policy changes will not retroactively increase fees during a period already paid.
- Rights, Privileges, and Tiers. The Member receives the access and benefits associated with the selected tier listed above. Privileges are personal, non-transferable, and subject to reasonable capacity, safety, maintenance, and event constraints. The Organization may adjust programming, schedules, or offerings in the ordinary course; where a material reduction occurs, proportionate credits, extensions, or reasonable alternatives will be offered consistent with published policies.
- Member Responsibilities. The Member will act safely and respectfully, use facilities and equipment only for permitted purposes, safeguard keys/badges/credentials, keep contact and billing details current, comply with law and posted instructions, and promptly report hazards, injuries, or policy concerns.
- Organization Responsibilities. The Organization will provide commercially reasonable access to the tier benefits, maintain facilities and services in a reasonable manner, communicate material changes to policies or operating hours, and provide a point of contact for notices using the information provided above.
- Fees, Billing, and Remedies. Dues and any enrollment fee are as stated above and are payable on the schedule shown. Late or returned payments incur the listed charges. Nonpayment may result in suspension or termination. Payments may be applied to the oldest outstanding balance first.
- Confidentiality and Privacy. The Organization will not sell or disclose the Member’s personal information except to service providers under confidentiality, as required by law or regulators, or with the Member’s consent. Each party will protect the other’s non-public information with reasonable care. Communication preferences and any marketing choices are as indicated above.
- Liability, Insurance, and Indemnification. The Member participates voluntarily and assumes ordinary risks inherent to permitted activities. To the maximum extent allowed by law, the Organization disclaims indirect, incidental, special, and consequential damages and limits its aggregate liability to the total dues paid by the Member during the liability cap lookback indicated above. If insurance is required above, the Member will maintain that coverage and provide proof on request. The Member will indemnify and hold harmless the Organization from third-party claims to the extent caused by the Member’s breach of this Agreement or misconduct.
- Operating Hours and Closures. Hours of operation are as published. The Organization may close or modify hours for maintenance, events, emergencies, or force majeure and will give reasonable notice where practicable. For closures exceeding a commercially reasonable period, the Organization will offer credits, extensions, or alternative access consistent with published policies.
- Changes to this Agreement. Any amendment to this Agreement must be made in a signed writing (email with explicit written assent is acceptable). Updates to published policies are incorporated by reference upon notice; if a direct conflict arises, this Agreement controls.
- Termination. Either party may terminate without cause by giving the notice period written above. Either party may terminate for cause upon a material breach that is not cured within a reasonable period after written notice describing the breach. Upon termination, access ends; refunds or credits, if any, will be processed per published policy and applicable law. Organization property and credentials must be returned promptly.
- Initial Procedure for Alleged Breach. A party alleging breach will provide written notice stating the facts and requested cure. The receiving party will respond in writing within a reasonable period and meet in good faith to resolve the matter. If unresolved, the dispute may proceed as described below.
- Dispute Resolution and Remedies. The parties will attempt good-faith negotiation, then non-binding mediation before resorting to the forum selected above. The governing law stated above applies without regard to conflicts rules. Either party may seek temporary injunctive relief for imminent harm to safety, property, or confidentiality.
- Notices, Assignment, and Miscellaneous. Notices are effective when sent to the contacts listed above (or as updated in writing) by courier or confirmed email. Membership is personal and may not be assigned without the Organization’s written consent. If any provision is unenforceable, it will be limited to the minimum extent necessary, and the remainder will continue in effect. This Agreement (together with incorporated policies) is the entire agreement on its subject. Counterparts and electronic signatures are valid.
ParticipantsSignatures-
Click to signJohn Doe
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Click to signJim Clark
