Short Answer
To document a hole-in-one properly, keep the signed scorecard, record the names of the witnesses, note the hole and tee details, and notify the club or organiser immediately if recognition or a prize claim is involved.
Key Takeaways
- The scorecard is the core record.
- Witness details should be captured while everyone is still present.
- Prize claims need event-specific evidence, not just photos.
The minimum record set
Start with the scorecard. It should show the player's score of 1 on the correct hole and be signed as required by the format.
Then capture the course, date, hole number, tee used, approximate distance, and the names of people who saw the shot.
Useful supporting evidence
Photos of the group, tee marker, ball in the hole, or scorecard can help preserve context.
If the event has a marshal or scorer, ask them to note the ace in the official event log as well.
Documentation for insured prize holes
If the hole was insured, follow the organiser's or insurer's process immediately. That often includes witness statements and proof that the player was eligible under the event rules.
Formal documentation done on the day is far stronger than memory later.