Sample Letters

Sample Letter – Penalty Score

Although not required, as a courtesy a club may want to send a penalty score letter.

[Written on Club Stationery]

[Date]

 

Dear [Player Name],

The Handicap Committee has determined that a penalty score should be assigned to you for [state reason – failure to post, failure to post for the purpose of gaining an unfair advantage, posting an incorrect score].

[After having issued you several warnings or based on our club’s policies and procedures], the Handicap Committee will issue this penalty to your scoring record on [date]. Your Handicap Index® will be updated appropriately the following day. This penalty score will be identified in your scoring record with the letter “P” as the score type.

 

Sincerely,

 

Handicap Committee

 

Sample Letter – Resetting the Handicap Index

Sample Letter Applying Rule 7.1a – Resetting the Handicap Index

[Written on Club Stationery]

[Date]

 

Dear [Player Name],

After performing a review of your scoring record, the Handicap Committee has determined that your Handicap Index® is not reflective of your demonstrated ability.

In accordance with Rule 7.1a of the Rules of Handicapping, we have determined an adjustment to your Handicap Index is warranted due to [state reason – incapacitating injury, lack of score submissions, improvement of play following lessons, etc.].

In the interest of fair play, your Handicap Index will be adjusted to a [e.g., 7.6M]. Before the adjustment becomes effective, you may appeal to the Handicap Committee either by letter or in person by [date]. If the Handicap Committee does not receive a response either in writing or verbally from you or determines that the reasons for adjustment are still valid, the adjusted Handicap Index will become effective on [date].

As new scores are posted, your Handicap Index will be updated accordingly thus allowing you to play out of the adjustment. The Handicap Committee will continue to review your scoring record to determine whether further action is required, or if the adjustment remains appropriate. In the meantime, please continue to post all acceptable scores and observe all aspects of the Rules of Handicapping.

 

Sincerely,

 

Handicap Committee

 

Sample Letter – Freezing the Handicap Index

Sample Letter Applying Rule 7.1a – Freezing the Handicap Index

[Written on Club Stationery]

[Date]

 

Dear [Player Name],

After performing a review of your scoring record, the Handicap Committee has determined that your Handicap Index® is not reflective of your demonstrated ability.

In accordance with Rule 7.1a of the Rules of Handicapping, we have determined to adjust your Handicap Index due to [state reason – incapacitating injury, lack of score submissions, improvement of play following lessons, etc.].

In the interest of fair play, your Handicap Index will be frozen at [e.g., 7.6M] for a period of [state the duration of freeze]. Before the freeze is applied, you may appeal to the Handicap Committee either by letter or in person by [date]. If the Handicap Committee does not receive a response either in writing or verbally from you or determines that the reasons to freeze the Handicap Index are still valid, the new Handicap Index value will become effective on [date].

During this time, please continue to post your acceptable scores and observe all aspects of the Rules of Handicapping. The Handicap Committee will continue to review your scoring record to determine whether further action is required, or if the adjustment remains appropriate.

 

Sincerely,

 

Handicap Committee

Sample Letter – Withdrawing the Handicap Index

Sample Letter Applying Rule 7.1c – Withdrawing the Handicap Index

[Written on Club Stationery]

[Date]

 

Dear [Player Name],

After previously [resetting or freezing] your Handicap Index®, the Handicap Committee has found it necessary to withdraw your Handicap Index in accordance with Rule 7.1c for [deliberately or repeatedly] failing to comply with your responsibilities under the Rules of Handicapping.

In the interest of fair play, your Handicap Index will be withdrawn until [state the period of when the Handicap Index will be withdrawn]. Before withdrawing the Handicap Index, you may appeal to the Handicap Committee either by letter or in person by [date]. If the Handicap Committee does not receive a response either in writing or verbally from you or determines that the reasons to withdraw the Handicap Index are still valid, your Handicap Index will be withdrawn on [date].

During this time, continue to post your acceptable scores and observe all aspects of the Rules of Handicapping. The Handicap Committee will continue to review your scoring record to determine if the calculation of your Handicap Index should revert to the normal formula.

 

Sincerely,

 

Handicap Committee

 

Sample Letter – Policies and Procedures for a Club

The following is a template for use by clubs wishing to outline its policies and procedures set forth by the Handicap Committee. It should be referenced in the club’s bylaws, provided to new members or available to the membership through designated channels.

[Written on Club Stationery]

Handicapping Policies and Procedures of the [insert name of golf club]

The Handicap Committee of the golf club is responsible for ensuring compliance with the obligations under the World Handicap System™ in accordance with the Rules of Handicapping and the USGA. As a Committee, we will verify that acceptable scores are posted for handicap purposes and made available for peer review. The Handicap Committee will perform random score audits and review members scoring records on a monthly basis.

In addition, the Handicap Committee provides guidance to club officials and other club Committees to ensure players consistently have the ability to use their Handicap Index® to compete, or play a casual round, with anyone else on a fair and equitable basis. Key Committees include the [Golf Course or Green Committee*] and the Competition Committee.

[* Green Committee may not apply to all clubs.]

The Handicap Committee consults with the Competition Committee to establish the Terms of the competition for all applicable events at the club. The Handicap Committee cooperates with the golf course superintendent [or Green Committee] in maintaining both length and normal playing difficulty of the course at a constant and fair level.

The Handicap Committee members are [List names of the Handicap Committee].

The Handicap Committee has set forth the following policies and procedures for all members wishing to establish and maintain a Handicap Index with our club.

  • Maintain an active membership on the handicap roster of the club.
  • Post all acceptable scores on the same day the round is played.
  • Where applicable, apply adjustments to scores for handicap purposes, including net double bogey and most likely score.
  • Try to make the best score at every hole in every round, regardless of where the round is played.

What is an acceptable Score?

  • Scores from the minimum number of holes played, i.e., 9 holes that correspond to a 9-hole Course Rating and Slope Rating.
  • Scores made in match play, stroke play and team competitions.
  • Scores made under Rule 3.2 when a hole is not played.
  • Scores made under Rule 3.3 when a player does not hole out.
  • Scores made if a player is disqualified from a competition but has an acceptable score.
  • Scores made when played by the Rules of Golf
  • Scores made when played on a course during its active season.
  • Scores made in the company of at least one other person, who can also act as a marker.

All acceptable scores are to be posted on the same day of play using one of the following methods: [The following statements are examples you might consider at your club’s discretion.]

  • Score posting kiosk in the clubhouse.
  • Mobile app
  • Club website
  • AGA website
  • Returned to the golf shop/Handicap Committee for posting.
  • By the Competitions Committee
  • [List other methods your club and/or AGA provides]

Disciplinary actions for failure to post or player manipulating their Handicap Index: [The following statements are examples you might consider at your club’s discretion.]

  1. First failure to post or potential manipulation of your score will result in a written warning.
  2. Second failure will result in the appropriate penalty score issued for score(s) not posted.
  3. After your third failure to post your score or continued manipulation of your scoring record, further disciplinary action will be taken as the Handicap Committee deems appropriate. Examples include ineligibility to compete in certain club events and a Handicap Index adjustment.

A player must earn a Handicap Index. No player has an inherent right to a Handicap Index without demonstrating their playing ability to our golf club’s Handicap Committee. The Handicap Committee has the authority and obligation to adjust a Handicap Index if it feels necessary to do so.

Please direct any questions or concerns to [Chair Name], handicap chair at [contact information such as email address and phone number].