The quality of your collection drive is decided before it starts, by the quality of your member register. A pending list is only useful if it maps to reality — and in most societies, the list is three years old, half the tenants have changed, and two flats appear twice under different spellings.
Pick one unit-numbering convention and enforce it
A-101, A101, A/101 and Tower A - 101 are four different flats as far as any list is concerned. This single inconsistency causes more duplicate and missed follow-ups than anything else. Choose a format, write it down, and make every volunteer use it.
Group the way you collect
Your register should mirror how volunteers actually walk the society, because that is how the pending list gets worked.
- Wings or towers — the natural unit of a collection round
- Floors, if your wings are large
- Shops and commercial units — they pay differently and get asked differently
- Parking or garage owners, if they contribute in your society
Owner or tenant is a real distinction
Who you ask matters. In many societies the owner pays the maintenance and the tenant pays the festival contribution, or the arrangement varies flat by flat. Record the type alongside the unit so a volunteer at the door knows whether they are talking to the right person, rather than being sent away to call a landlord in another city.
Set it up once, reuse it every festival
In Kosh you set up your wings as member categories and add your units under them, along with owner or tenant type and contact numbers. That register then serves every festival you run — Ganpati, Navratri, Diwali — so this is a one-time job, not an annual one. Keep it current as flats change hands and the drive stays easy forever.
Clean it in the off-season
The worst possible time to discover your register is wrong is the first evening of the drive. Reconcile it against the maintenance list once a year, quietly, when nothing is happening.