2 October 2025
Recording a Signing Ceremony: A Checklist for Club Treasurers
Practical fields to capture each time your club authorises a cold-wallet transaction, so future reviews have a paper trail.
Most clubs sign transactions correctly and document them poorly. The ceremony works; the record does not survive a treasurer rotation.
Before you sign
Note the date, time, and reason for the transaction. Record the proposed amount, destination address, and which board resolution authorises the transfer. If no resolution exists, pause and obtain one.
During the ceremony
Document each signer present — full name and role. List the hardware device model and approximate firmware version. Note whether signing occurred in person or via coordinated video call.
If using multisig, record the order of signatures and which key holder signed first.
After broadcast
Save the transaction ID immediately. Screenshot or export the confirmation from your watch-only wallet. File both alongside the ceremony notes within 48 hours while details are fresh.
Fields we recommend
| Field | Example |
|---|---|
| Ceremony date | 2025-10-02 |
| Authorising resolution | Board minute ref. 2025-09-15 |
| Signers present | Kim (treasurer), Park (chair) |
| Device used | Ledger Nano X, firmware 2.2.3 |
| Transaction ID | abc123… |
| Amount and asset | 0.5 BTC |
| Destination | Exchange deposit address (noted in resolution) |
Building the habit
Clubs that adopt this checklist during the year produce cleaner documentation at attestation time. The custody log compilation engagement formalises these notes into a standing procedure.