Club budgets stall when the ask is a spreadsheet. A treasurer who opens twenty rows at midnight will answer none of them. Give them two line items, a total, and a yes they can own.
This is not bookkeeping advice and not a substitute for your school's spending rules. It is the message that gets a decision out of a volunteer who also has a midterm.
Close the list at two
Ask for a decision: approve both lines, approve line 1 only, or approve neither. That is a list a tired officer can finish. "What do you think we should spend on programming" is not.
Name each line in the words the ledger already uses. Amount. What it buys. The date the money has to move. If a quote is a guess, say so. A confident number your assistant rounded up is how you get a yes you cannot spend.
Respect their time. The context is the current balance, the two lines, and the consequence of a no — the event shrinks, or it moves, or it dies. Not the history of every bake sale.
One yes, one deadline
A sufficient reply is "both," "line 1," or "neither." Invite a condition if you must: "both, if the van invoice stays under the number in the sheet." Do not invite a rewrite of the year.
Set an honest deadline. The constraint is usually a vendor date or a campus form. Say what you will do when it passes: cancel the second line, or spend only the already-approved remainder. A decorative "ASAP" trains them to ignore the next request.
If you need a second pair of lines, that is a second briefing after this one closes. Bundle and you will get the easy yes.
Draft it, then you send it
Your assistant can assemble the two lines from notes. You read the package. You confirm the send. Money language under your name is not something you want the model to mail because it sounded tidy.
Officers without accounts get email and a link. Officers who already have accounts need an accepted contact. Invite them once if this board will keep deciding in writing.
No attachments. The ledger stays in the shared drive. The briefing is the motion.
Nicknames stay on your side. The package uses the names on the officer list unless you chose to share a private word.
A block is silent. If the treasurer wants no more mail from this address, you will not get a speech. Use the default you wrote.
When the two lines fit on a phone, connect your assistant and ask for the yes before the quote expires.